Office Coordinator - Elevator Division

Job Summary The Elevator - Office Coordinator (EOC) executes the daily dispatching, scheduling and completion of work orders, assists with purchasing, service agreement / contract setups, and maintains an organized filing system in a fast-paced environment involving elevator/escalator service and construction. Provides day to day support to management and performs complex administrative duties requiring independent analysis and judgment in the completion of work assignments. The EOC works independently as required, maintaining flexibility, responsiveness, efficiency, and effectiveness at all times.

ESSENTIAL DUTIES & JOB FUNCTIONS

Provides general administrative assistance. Acts as primary facilitator for all inbound calls ensuring client expectations are met. Prioritizing and dispatching trouble calls and generating work orders. Responds to all customer emails within 24 hours. Collaborates with field technicians and field supervisors to efficiently schedules all services with customer. Coordinates Elevator Safety Inspections with HIOSH and Field Ops Manager. Generate monthly PM work orders. Review labor entry, trip/task notes, materials, and any other required information o work orders to prepare for billing. Generate and handle delivery by email/mail of monthly elevator invoices. Assist with updating and monitoring Customer Portals. Issuance of subcontracts (when needed) Supports field associates with payroll, uniforms, and other essentials. Handling of purchase orders and PODs. Assist with procurement of office supplies, parts and components, stock items, etc. Facilitates parts returns. Maintains a current equipment/tools inventory list. Handles incoming and outgoing mails and deliveries. Attend weekly service meetings, reports open items, takes notes, records action items. Performs other miscellaneous administrative duties as assigned.

WORK CONDITIONS

Most work for this position is sedentary in nature. Incumbent should be able to sit for extended periods of time, stand, walk, talk, hear, and write. Occasional lifting or handling of objects without assistance weighing up to 35 pounds may be required.

JOB REQUIREMENTS

(Education, Experience, Professional Associations): Three (3) years administrative office experience. Type 3 Hawaii Driver's License with an acceptable driving record. Intermediate proficiency in the use of Microsoft Outlook, Word, and Excel. Experience working both independently and in a team-oriented, collaborative environment. Ability to work with changing priorities demands and deadlines while maintaining sound analytical and problem-solving skills. Flexible during times of change. Ability to communicate effectively orally and in writing with a variety of stakeholders. Ability to elicit cooperation from a wide variety of sources, including upper management, clients, and other departments. Strong interpersonal skills. Open to changing, emerging and new technologies. Be a self-starter and accountable for one's own actions.

Job Type:

Full-time Pay:

From $40,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person