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Office Coordinator

Company: TK Elevator
Location: Broken Arrow
Posted on: May 16, 2022

Job Description:

What we expect
The first 3 letters in workplace safety are Y-O-U!
TK Elevator is currently seeking an experienced Office Coordinator in Tulsa, OK.
Essential duties and responsibilities:


  • Sends turnover approval requests to turnover "mailbox" for all jobs that are scheduled for final inspection during the month. Keeps JobSight and inter-department calendars accurate
  • Receives final acceptance forms from the field, inputs the information date into JobSight; notifies appropriate personnel; forwards a copy of the final acceptance form to Regional Billing; and updates related reports
  • Receives completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, NIM warranty and any other pertinent terms
  • Prepares project file, truck folder, mechanic folder and Letter One Package using the booking packages provided by sales
  • Reviews distributor report for ship dates and updates JobSight. Includes reviewing the file to determine appropriate permits needed, preparing the permits, and preparing the intent to install forms to obtain the permit
  • Prepares and logs change orders into JobSight. Includes following up on outstanding change orders, booking change orders, and providing time tickets/documentation to the customer as needed
  • Prepares documentation and attends the weekly operations meetings and monthly order management calls
  • Fields calls from customers regarding status of jobs and answers inquiries
  • Participates in the monthly A/R conference call with Regional Collections
  • Actively pursues and follows-up on A/R items. Tracks and sends deposit checks to Regional Collections
  • Assists in the preparation of payroll in JobSight for Superintendent approval
  • Includes providing documentation required for payroll processing; and filing original expense receipts
  • Submits warranty claims and accurately tracks to ensure timely processing of the warranty
  • Creates parts requisitions based on accurate and detailed documentation from field and/or operations management
  • Reviews invoice on-hold reports and works with Office Manager, Region and Corporate, as needed, to resolve the holds
  • Maintains and analyses various daily, weekly and monthly reports
  • Performs Install Base maintenance as needed. Creates safety inspection tickets.
  • Updates on-call lists, sends detailed notification to TK Communications daily
  • Checks technicians in/out, sends down car listing and communicates information to Regional Dispatch and supervisors
  • Provides status to NTL and customers on open work orders, and completed callbacks. Updates PM ticket with the monthly work order #
  • Acts as liaison between the branch operations and regional dispatch; maintains shared calendars for dispatch with field attendance and work scheduling
  • Reviews open ticket reports and submits to dispatch
  • Creates safety inspection tickets

    Who we are looking for

    • 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; or an equivalent combination of education and experience
    • Some elevator repair administrative work
    • Oracle database knowledge
    • Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

Keywords: TK Elevator, Broken Arrow , Office Coordinator, Administration, Clerical , Broken Arrow, Oklahoma

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