Job Description:

Our client is seeking an organized and detail-oriented Operations/Project Coordinator to support the day-to-day administrative activities of their Modernization and New Installation operations teams. This role is responsible for coordinating project documentation, maintaining accurate project and operational data, tracking job milestones, supporting billing and accounts receivable activities, processing change orders and permits, and ensuring projects progress efficiently through completion and closeout.

The ideal candidate will have strong administrative and organizational skills, excellent communication abilities, and the ability to manage multiple projects, deadlines, and priorities in a fast-paced environment. Experience supporting elevator, construction, field service, or installation operations is highly preferred. The position requires comfort working with computer systems, databases, spreadsheets, and other business applications to maintain accurate records and generate operational reports.

This position works closely with field personnel, project and operations teams, sales, customers, billing, collections, and regional/corporate departments to ensure projects are properly documented, scheduled, tracked, billed, and closed out in a timely and cost-effective manner.

Qualifications:

• Prior Admin experience
• Systems base knowledge
• Ability to utilize a laptop, desktop computer, or tablet, cell phone if needed

Responsibilities:

• Responsible for coordinating all administrative duties associated with the branch Modernization and New Installation operations departments so that the departments function efficiently and cost effectively.
• Essential Job Functions (List in order of Priority):
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• 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 New Installation Maintenance audit reports; updates JobSight and sends to New Installation Maintenance Audit email.
• Tracks jobs with New Installation Maintenance and/or interim maintenance and works closely with Sales Contract Administrator to ensure proper holds and/or adjustments are placed on existing service accounts under Modernization.
• Receives completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, New Installation Maintenance warranty and any other pertinent terms.
• Prepares certified payroll packages and sends to the Regional Certified Payroll Administrator.
• 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. Includes assigning tasks during/after the meeting. If a project requires onsite visits the Coordinator may be asked to attend the kick-off meeting.
• Schedules final inspections with all necessary parties.
• Completes all project closeout documentation and sends to required recipients.
• Fields calls from customers regarding status of jobs and answers inquiries.
• Participates in the monthly Account Receivable conference call with Regional Collections. Actively pursues and follows-up on Account Receivable items. Tracks and sends deposit checks to Regional Collections. This is an addition to current job description
• Assists in the preparation of payroll in JobSight for Superintendent approval. Includes providing documentation required for payroll processing (approved receipts, approved override rate forms); and filing original expense receipts.
• Receives and reviews union vacation request forms for conflicts and available time. Tracks time-off requests utilizing Vacation Tracker in our systems, forwards reports to designated parties.
• 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. This may include safety, uniforms, and supplies.
• 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. Includes resolving open commitments, expected receipts, and jobs eligible to close reports.
• Receives and distributes faxes and correspondence pertaining to operations.
• Monthly reconciliation of P-Card in our systems
• Performs other duties as assigned.
• Competencies
• Collaboration Skills
• Communication Proficiency
• Discretion
• Ethical Conduct
• Financial Management
• Organizational Skills
• Personal Effectiveness/Credibility
• Presentation Skills
• Technical Capacity

Required Knowledge, Skills, Abilities:

• Previous elevator repair administrative work

Systems database knowledge:

• Ability to utilize a laptop, desktop computer, or tablet, cell phone if needed

Required Work Experience:

• Six months related experience and/or training in basic business administration; or an equivalent combination of education and experience

Required Education, Certifications, Training:

• High school diploma or GED (general education degree); or one-year certificate from college or technical school

Preferred Qualifications:

• Pervious elevator repair administrative work
• Budget-conscious
• System database knowledge

Physical Demands:

• The physical, mental and interaction requirements demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations 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 and to distinguish color-coded computer functions.

Other Duties:

• Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Salary/Rate: $22-$24/HR (depends on experience level). This is a contract position with candidates expected to work 40 hours/ week.

About Us

Peterson Technology Partners (PTP) is an Equal Opportunity Employer committed to creating a transparent, inclusive, and human-centered hiring experience.

For more than 28 years, PTP has operated as one of the top IT staffing and recruiting firms in the USA—built on trust, long-term partnerships, and technical excellence.

Based in the Chicago suburb of Park Ridge, IL, our team of more than 500 employees and consultants is dedicated to:

• Helping every client make the best hiring decisions possible
• Matching professionals with the right IT jobs and career opportunities

As part of that commitment, we believe in providing clear information about how our hiring technologies work and how your data is used. The following section outlines our AI-assisted interview process and your rights as a candidate.

AI-Assisted Interview Experience (Pete & Gabi – Rebecca):

To provide a consistent, fair, and flexible experience for all candidates, we use AI-assisted tools to support parts of the interview process. This includes our proprietary AI platform Pete & Gabi, which includes AI recruiter Rebecca.

These AI hiring tools help us:

• Conduct recorded video interviews
• Transcribe interviews
• Summarize candidate responses
• Generate job-related insights
• Streamline communication and scheduling

Please note that:

• The AI does NOT make hiring decisions; all decisions are made by our human recruiters, hiring managers, or client partners.
• The AI does not evaluate facial expressions, emotions, or physical traits; it is used only to support fairness, consistency, and efficiency.

If you prefer a non-AI interview format, we will gladly provide an alternative.