Position Summary: Western Elevator is seeking a detail-oriented and highly organized Project & Operations Coordinator to support day-to-day administrative, service, and logistics operations. This role is critical in ensuring efficient coordination between sales, service, warehouse, and customers, with a strong focus on documentation, contract management, and supply chain support
Key Responsibilities
Sales & Contract Administration
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Create new sales order files, job pouches, and issue purchase orders (POs).
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Promote and offer new maintenance contracts to both residential and commercial customers.
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Manage and issue renewal maintenance contracts.
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Process maintenance contract renewals, including payment processing via credit card machine, updating accounts, and submitting documentation for accounting.
Customer & Warranty Support
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Prepare and issue residential warranty packages to customers and contractors.
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Manage warranty claims for damaged shipments, including documenting damages, coordinating replacements, and following up with manufacturers.
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Coordinate returns and manufacturer requests (RMA processing).
Operations & Job Coordination
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Close out completed jobs for residential and commercial projects.
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Prepare detailed deficiency work orders, ensuring accurate site and contact information.
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Maintain accurate monthly maintenance contract statistics and logs.
Procurement & Inventory Coordination
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Order supplies including oil from Starwest and hoses from New Line.
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Issue purchase orders, receive deliveries, match packing slips with invoices, and submit verified documentation for payment processing.
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Address short shipments or missing parts by liaising with manufacturers and coordinating interim solutions for technicians.
Shipping & Receiving
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Coordinate and organize incoming shipments, ensuring accuracy against purchase orders.
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Prepare receiving documentation, labels, and update inventory systems (e.g., Spire).
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Manage outgoing shipments, including coordinating with freight companies, preparing crates, and attaching Bill of Lading documentation.
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Ensure timely communication with technicians regarding delivery status and timelines.
Cross-Functional Support
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Provide administrative and operational backup to the Service Department.
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Support accounting functions, including assisting with invoice processing and documentation.
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Maintain organized filing systems for operational and financial records.
Qualifications
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Previous experience in an administrative, service coordination, or operations role (construction, trades, or service industry preferred).
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Strong organizational and multitasking skills with high attention to detail.
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Experience with purchase orders, invoicing, and contract administration.
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Excellent communication skills and customer service orientation.
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Ability to coordinate across multiple teams and priorities in a fast-paced environment.
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Proficiency in Microsoft Office; experience with ERP systems (e.g., Spire) is an asset.
Key Competencies
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Detail-oriented and process-driven
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Strong problem-solving skills
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Effective time management
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Team collaboration and adaptability
