Summary
The operations coordinator manages on-site timekeeping responsibilities for turnaround projects as well as coordinates shift labor allocations, travel/hotel accommodations, and recording of all receipt submittal using TRACK software and/or other customer systems. The goal is to increase efficiency, profitability, and customer satisfaction
Knowledge, Skills, and Abilities
- Associate of Business Communications, or a minimum of 3 years experience.
- 2+ years of experience in Account Billing and Quotation preferred.
- TRACK System or equivalent timekeeping system, experience preferred.
- Vista / Viewpoint experience preferred.
- Strong Organizational Skills and Multi-Tasking – the order management process involves a variety of documentation that requires attention to detail and organization to perform successfully.
- Experience in Gas, Oil, Power, or Steel industry preferred.
- Demonstrated ability to navigate ERP systems, and Microsoft Office (Excel, Word, Outlook, PowerPoint, Adobe).
- Excellent communication skills (written and verbal) – a constant interaction with the operations team, customers, and sales team.
- Customer service presence – the ability to interface with the customer and promote a positive company image.
- Demonstrated ability to take the initiative to improve processes.
- Strong problem-solving skills.
- Accuracy – Ability to perform work accurately and thoroughly.
- Detail Oriented – Ability to pay attention to the details of a project or task.
- Working under pressure – the ability to complete assigned tasks under stressful situations and to adapt to changing priorities in a fast-paced environment.
- Accountability – Ability to accept responsibility and account for his/her actions.
- Some local travel for projects possible
Essential Functions
- Primary responsibilities include the coordination of specified rentals, repairs, products, and services, within assigned regions. Coordinating the quotation stage, order management process, completion of invoicing, and aiding with the cash collection process using Vista / Viewpoint software.
- Collaborate with the Territory Manager to generate quotes in an ERP system, Excel, RM/SharePoint system, and/or Microsoft Office Word.
- Act as liaison between the Customer, Territory Manager, Operations, Manufacturing, Engineering, and Purchasing, to construct quotations.
- Ensure on-time deliveries of service, rentals, repairs, and/or products.
- Communicate via e-mail, phone, or in person, with the customer and Territory Manager, to generate quotes, and collect new purchase orders while managing the life of the order from quoting through invoicing. Occasionally, may require accessing/updating customer billing systems to collect payment.
- Occasional collaboration with the A/R team after the invoice stage to ensure proper cash collection and allocation.
- Perform all duties in accordance with ISO-9001 procedures.
- Other duties as assigned.