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Administrative Operations Coordinator

Company: Hunter Hamilton
Location: El Cajon
Posted on: June 25, 2022

Job Description:

We are working with a client in the El Cajon area and they are looking for a temporary Administrative Operations Coordinator. This person will work on site Monday through Friday during normal business hours. - Right now, this is estimated to last around 3 months to cover a leave, however, there maybe a additional permanent opportunities coming up in the office late 2022/early 2023 and if performance warrants, this person maybe able to move into that role. - 3+ years of administrative experience is required. - Project Coordination experience in a construction or service related industry is a plus. - Proficient MS Excel skills are required.

Responsible for coordinating all administrative duties associated with the branch -
Essential Functions
1. Sends turnover approval requests to turnover "mailbox" for all jobs that are scheduled for final inspection during the month. Keeps inter-department calendars accurate.
2. Receives final acceptance forms from the field, inputs the information date; notifies appropriate personnel; forwards a copy of the final acceptance form to Regional Billing; and updates related reports.
3. Receives completed booking packages from sales; reviews booking package for terms and conditions pertaining to certified payroll, NIM warranty and any other pertinent terms.
4. Prepares project file, truck folder, mechanic folder and Letter One Package using the booking packages provided by sales.
5. Reviews distributor report for ship dates and updates . Includes reviewing the file to determine appropriate permits needed, preparing the permits, and preparing the intent to install forms to obtain the permit.
6. Prepares and logs change orders . Includes following up on outstanding change orders, booking change orders, and providing time tickets/documentation to the customer as needed.
7. 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.
8. Fields calls from customers regarding status of jobs and answers inquiries.
9. 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. This is an addition to current job description
10. Assists in the preparation of payroll for Superintendent approval. Includes providing documentation required for payroll processing (approved receipts, approved override rate forms); and filing original expense receipts.
11. Submits warranty claims and accurately tracks to ensure timely processing of the warranty.
12. Creates parts requisitions based on accurate and detailed documentation from field and/or operations management. This may include safety, uniforms, and supplies.
13. Reviews invoice on-hold reports and works with Office Manager, Region and Corporate, as needed, to resolve the holds.
14. Maintains and analyses various daily, weekly and monthly reports. Includes resolving open commitments, expected receipts, and jobs eligible to close reports

HS Diploma or GED is required
3+ years of administrative experience is a must
Background in project coordination is a plus
Proficient to intermediate Excel skills are required
Oracle experience is a plus
Excellent communication, time management, and organizational skills are a must

About Hunter Hamilton

Hunter Hamilton is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact us. Hunter Hamilton is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.

All employees are directed to familiarize themselves with this policy and to act in accordance with it. All decisions with respect to employment matters and other phases of employer-temporary employee relationships will be in keeping with this policy and in accordance with all applicable laws and regulations.

Keywords: Hunter Hamilton, El Cajon , Administrative Operations Coordinator, Administration, Clerical , El Cajon, California

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