Coordinator III

Job Title: Coordinator III
Duration: 6months
Shift: Mon – Fri (7am – 4pm)
Location: Cerritos, CA 90703

Responsibilities:
JOB SUMMARY:
Responsible for performing all administrative duties associated with the service operations department so that the department functions efficiently and cost effectively.
 
Essential Job Functions (List in order of priority)

• Review of Dispatch callback report to identify all callbacks held for morning service
• Verify manpower has been assigned
• Review unassigned tickets with service superintendent or service manager
• Review and update branch flowchart, Shared Calendar, On Call Manager and On Car List. Sends detailed notification to Dispatch daily by 2:00PM
• Obtain updates from superintendent to update the Down Car List. Communicate down car information to dispatching.
• Review work in progress report weekly and provide update to regional shared services
• Provides status to National Accounts and customers on open work orders, completed callbacks and repairs. Update evening ticket with the monthly work order.
• Maintain and track field employee vacations requests and enter Ops tracking system.
• Act as liaison between the branch operations and regional dispatch.
• Assists mechanics with information technology downloads on mobile devices and into other Systems, ordering, brochures and tools. Order new phones and replacements for service and repair department.
• Assists managers with safety meetings and maintains documentation.
• Assists service manager with a review of weekly pre-invoicing reports. Review special accounts for billing. Obtain purchase orders for jobs that require purchase orders for billing
• Entering time and expense manually for payroll, cost corrections and Friday payroll submission. Track and send receipts to regional office.
• Creates parts requisitions and receives parts. Reviews weekly report of unreceived invoices.
• Performs research and review for Service Manager - which may include running Account History reports, work in process, Routing, Exact, missed service reports, sick unit reports, researching billable calls
• Assign assistant tickets to mechanics, as needed.
• Compile data and complete reports for high profile service accounts, as needed.
• Compile data/information for legal for First Report of Incidents and/or lawsuits (copies of contracts, tickets, and requested data) (assist office manager and/or contract sales admin to compile the required documentation)
• Review open ticket report and submits to regional dispatchers
• Review invoice on-hold reports and work with Regional Procurement Department to correct.
• Order uniforms for service
• Manage vehicles and submits change forms to LeasePlan (N/A if branch has office manager or warehouse supervisor)

Qualifications:
Required Knowledge, Skills, Abilities:

• Collaboration Skills
• Communication Proficiency
• Discretion
• Ethical Conduct
• Financial Management
• Organizational Skills
• Personal Effectiveness/Credibility
• Presentation Skills
• Technical Capacity

Required Education / Work Experience

• 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

Preferred Qualifications

• Some elevators repair administrative work
• Oracle database knowledge

Physical Demands

• The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
• To perform the duties of this job, the employee is regularly required to sit; use hands to finger and handle; and to speak and hear. The employee is occasionally required to reach with hands and arms. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities require the employee to read a computer monitor at workstation or laptop and to distinguish color-coded computer functions/highlights.

 
  

At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position's pay range is $28.68/hr – $31.08/hr.