Warranty Coordinator

REQUIREMENTS:

Associates degree preferred high school diploma or equivalent required plus five or more years of related work experience preferably within the contracting/sales construction or technical work environment.

Must have proficient computer skills within the following applications: Advanced Microsoft Word Excel ACCESS MS Project Desktop Publishing and Internet business application usage.

  Must demonstrate the ability to perform work independently and demonstrate solid organizational and attention to detail skills.

Must have strong interpersonal skills to effectively communicate with both internal and external clients.

Must have the ability to simultaneously handle a large and diverse number of projects tasks and issues with tact cooperation and persistence.

Ability to prioritize work activities based upon financial impact to desired business goals.

Experience and/or basic project accounting or costing principals is desired.

Under general direction works in concert with Service Project or Engineering Management to ensure consistent delivery of services and assure internal financial commitments.

Researches and obtains information for routine and moderately complex reports tasks and assignments.

Expedites and completes the delivery of project or sales related administrative tasks to ensure customer expectations as well as internal project financial commitments are met.

Administers the project business through activities such as subcontract processing managing project documentation support of booking or cost tracking system entry and customer invoicing.

Supports and maintains the Installation Information System (IIS).

PRINCIPAL DUTIES: Operations Support

1. Ensures integrity of our backlog (jobs reflect accurate re-estimate) receivables are collectible and revenue is in line with job progress and compliance with Revenue Recognition guidelines.

2. Supports new contracts and manages any changes to existing retrofit or PSA contracts or Labor and Material tickets in the Contract Booking System (CBS) Service 

  Alliance and SMIS as appropriate. 

Ensures proper contract information such as tax sell price cost estimates customer information etc. are accurately entered.

3. Supports and maintains IIS.

Downloads and distributes cost data files enters job assignments and transfers and provides forecasting data for management. 

Generates reports as requested.

4. Administers the subcontract process. Assists project management by generating the subcontracts on line or using templates. 

Organizes subcontractor documentation such as waivers certificates of insurance wrap ups and bonding information. 

Manages subcontractor invoices by releasing for payment or researching payment problems.

5. Manages project documentation files. Gathers documents such as submittal documentation customer communication subcontracts documents and proposals. 

Completes project closeout checklists including as-builts final invoicing to the customer warranty letters project books and training documentation.

6. Produces submittal packages for use by technicians engineers or the customer. 

Gathers documents such as network flow diagrams room schedules project bill of materials and vendor cut sheet.

7. Flags contracts in CBS when certified payrolls are required. Submits state prevailing wage documentation for contracts.

8. Assists management in the coordination of safety programs. 

Verifies that monthly toolbox training and safety reporting are completed. 

Works with project management to ensure employees have the proper safety equipment.

9. Utilizes electronic purchasing / ordering tools to enter and track project materials. 

Sets up Electronic Procurement Agreements (EPA).

10. Works with project management to ensure cost scheduling and re-estimates are entered into the installation system. 

Enters project dates and schedules contract costs as directed.

11. Creates and submits bills through the installation system or L&M through Service Alliance as directed by project management. 

Assists with identifying investigating and resolving billing issues to keep positive cash flow on projects.

12. Researches cost miss-charges issues involving pre-entered costs timesheet or expense reports.

13. Assists project management in the collection process as directed.

14. Acts as liaison to the Shared Service Center for the project team. 

Sales Support

15. Assists the Service Project Manager or Service Branch Manager with data entry and maintaining the integrity of the local SMIS database including forecast reports opportunity reports opportunity reassignments maintenance etc. 

Reconciles SMIS with the contract booking system.

16. Assists the Service Project Manager or sales with the securing or booking process by: uploading SMIS and Presto files booking details following up on locking and approval status to ensure timely booking securing contract documents with approved terms and conditions securing required signatures and distribution and following up on documents for pre-entered and Letters of Intent.

17. Assists sales and the Service Project Manager in completing change order proposals and booking the related change orders within CBS including updating SMIS as required.

18. Assists in the preparation of: customer proposals letters spreadsheets issuance of Bid Bonds Certificates of Insurance Payment/Performance Bonds Pre-Qualification Questionnaires and order legal paperwork and forms to aid in finalization of contract award.

Manages branch or regional resumes for use in proposals. 

Maintains a library of branch proposals and presentations for use in future sales efforts along with a related stock of sales supplies and brochures. 

General Support

19. Provide coaching/training to Service Projects Coordinator I position as required.

20. May perform duties of an Administrative Assistant if the role is not present in the branch or may provide back up support to an Administrative Assistant.

21. Assists management by researching budget variations and following up on corrective plans.

22. May perform day-to-day Branch financial transactions.

23. Maintains and tracks Branch assets as required.

24. Performs other duties as required to support the Field Administrative processes within the Branch.

25. Supports and backs up other Administrative positions and other Branch / Regional financial / administrative personnel as required.

Additional Information :

All your information will be kept confidential according to EEO guidelines.

Remote Work :

Yes

Employment Type :

Contract