Your new responsibilities
TK Elevator is seeking a Branch Office Administrator for ourGainesville and Jacksonville, FL.

Responsible for performing all administrative duties associated within the Gainesville and Jacksonville branches.

Essential Job Functions:

• Submits weekly payroll Friday mornings to the Payroll Department. Reviews Oracle payroll tickets for errors daily.


• Records Mechanic check-in in the morning and check-out in the evening for safety purposes.


• Assists with Safety! Assists Mechanics and Managers with safety meetings and maintains documentation of Mechanic and staff safety training and chainfall and tool certifications.


• Assists Mechanics and staff with Personal Protective Equipment, parts, phone, uniform, brochure, office supply, and tool ordering. (Gainesville)


• Submits New Installation Maintenance contracts when units are ready for turnover


• Reviews iDashboard open ticket report to identify tickets in "delivered" status. Verifies manpower has been assigned. Reviews tickets with Service Manager (both Gainesville and Jacksonville).


• Communicates well with TK Dispatch and Soundnet teams. Updates SoundNet On Call Manager. Emails the on-call Mechanic name and unit down list notification to TK Elevator Dispatch and Soundnet


• Completes time and expense manual entry, manual check form, and cost correction when needed.


• Fields Mechanic calls requesting needed tickets, assigns the appropriate tickets to Mechanics using Servigistics and Service Sight


• Creates parts requisitions in Pronet, Guided Buying, or Appian, and receives parts in Pronet or Oracle. Follows up with vendors or uses UPS Quantum View to track package ETA. Labels boxes with job name and communicates to Mechanic that their package arrived. Reviews invoice on-hold report and works with Regional Procurement to correct invoices on hold


• Performs ticket research and review for Service Manager; including running Account History reports, high profile service account reports, missed visit reports, sick unit reports, and communicating with Mechanics to research billable calls


• Receives and submits account contract updates from Account Managers and Branch Manager. Performs unit Install Base maintenance as needed


• Communicates well with external customers


• Reviews Work In Progress report and submits to Regional Biller. Assists Service Manager with a review of Pre-Invoicing Reports


• Submits permit applications and permit payment to the state Department of Business and Professional Regulation when required for booked Repairs.


• Reviews Accounts Receivable frequently and meets with Regional Accounts Receivable team monthly to discuss account updates and progress


• Coordinates the inspection process, including: quoting external customers, creating and tracking safety and violation Repairs, creating safety inspection tickets, and working with Service Manager to coordinate scheduling with external customers, third-party Inspection companies, and our Mechanics, and follows-up with customers formally with safety inspection form letter updates


• Allocates Service Manager's purchasing credit cards to the correct account codes


• Codes local AP invoices and forwards to Oracle Invoice email for payment.


• Compiles data/information for Legal for First Report of Incidents and/or lawsuits


• Manages vehicles and vehicle coordination and submits change forms to LeasePlan and GPS team


• Provides status to National Accounts team and customers on open work orders and completed callbacks

• High school diploma or GED (general education degree); or one year certificate from college or technical school; or three to six months related experience and/or training in basic business administration


• Some elevator repair administrative work preferred


• Oracle database knowledge


• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions