Operations Coordinator- Service (Boston)

Summary: TK Elevator is currently seeking an experienced Operations Coordinator- Service in Boston, MA. This role is responsible for performing all administrative duties associated with processing service contracts, customer changes, and supporting the service sales department as needed. Responsibilities: - Reviews service contract booking packages. Includes completing customer number request forms, reviewing and completing Installed Base forms and verifying the service contract transmittal forms. Creates branch service file and mechanic file - Ensures that customer change forms are accurate and forwards to regional contract administrators. Completes service contract change requests and attaches all relevant information to existing contract - Verifies all information on new EDS sheets and updates contact information in service contracts. Searches databases, customers, Installed Base and service contracts for existing information - State of NH billing and compliance components will be a key part of this role - State billing and compliance support: State of NH invoicing and testing coordination, as well as ME state testing - Dispatch and scheduling support: Assist with daily dispatching, off-route activity, vacation coverage, and general schedule coordination. Participate in daily morning huddles to review sick units, labor availability, and scheduling adjustments - Receives and reviews final acceptances from construction and modernization departments. Processes owner and unit changes as necessary - Prints special deck invoices and mails to customers. Prints service contract invoices upon request from customers or branch - Participates in monthly A/R conference calls with Regional Collectors. Actively pursues and follows-up on A/R items - Prepares and submits credit memos. Actively cleanses unapplied credits and submits washout requests as necessary - Assists with processing certificates of insurance for service jobs - Maintains PCard for use by branch - Supports sales efforts as needed - Performs other duties as assigned - Maintains Board Inventory and conducts annual inventory - Maintains safety SIR and uploads documents to SafeTKE - AP- hand code invoices without PO-daily report-Expected receipts report - Office Supplies/Forms - UPS-shipping and statements - Spreadsheet for cancellations to Branch Manager - Performs other duties as assigned Required Qualifications: - High school diploma or GED - Three to six months related experience and/or training in basic business administration Preferred Qualifications: - One year certificate from college or technical school preferred - Some elevator repair administrative work preferred - Oracle database knowledge Required Skills: Oracle database knowledge Important Skills: Basic business administration Nice-to-Have Skills: Customer service support, Scheduling coordination, Inventory management Benefits: Medical, dental, and vision coverage, Flexible spending accounts (FSA), Health savings account (HSA), Supplemental medical plans, Company-paid short- and long-term disability insurance, Company-paid basic life insurance and AD&D, Optional life and AD&D coverage, Optional spouse and dependent life insurance, Identity theft monitoring, Pet insurance, Company-paid Employee Assistance Program (EAP), Tuition reimbursement, 401(k) Retirement Savings Plan with company match: Employees can contribute a portion of their pay on a pre-tax or Roth basis. The company provides a dollar-for-dollar match on the first 5% contributed., 15 days of vacation per year, 11 paid holidays each calendar year (10 fixed, 1 floating), Paid sick leave, per company policy, Up to six weeks of paid parental leave (available after successful completion of 90 days of full-time employment)