Operations Associate

 General Description: Primary duty is to be regularly engaged daily scheduling and coordinating technicians, as well as assisting in the day-to-day operations of the Operations Department. 

Essential Functions include but are not limited to: 

• Serve as scheduling coordinator, which would include but not be limited to scheduling technicians, processing work orders, and communicating with customers and technicians. 
• Assist with administrative tasks including but not limited to, scheduling meetings, answering phones, making appointments, etc.
• Provide excellent customer service and maintain relationships with customers, vendors and staff.
• Assist with the onboarding tasks for new employees, including but not limited to licensing and certification coordination, scheduling training, and confirming all onboarding tasks related to operations is completed within required timeframe.
• Serve as customer service backup.
• Review with technicians that work orders are completed and accurate. 
• Review the scheduling board as needed to confirm with technicians they are checking in and out of the jobs accurately.  
• Run the permit process.
• Submit backflow reports to online portal and assist with additional vendor compliance portal uploads. 
• Review and coordinate material and equipment requirements.
• Assist with maintaining licensing, certifications, and badges for employees including but limited to directly working with customers to procure badges, and maintaining logs, expirations and renewals.
• Manage operation managers’ schedule and set up appointments as needed. 
• Assist with workorder process including but not limited to making sure work orders and jobs are completed in the system and proper time and material is listed. 
• Assist with invoicing and collection calls as needed.
• Assist with all operations department functions as needed.
• Assist with sourcing, qualifying and coordinating subcontractors. 

General:

• Complies with federal, state, and company policies, procedures and regulations
• Communicate effectively with customers, vendors, employees and other correspondences both orally and in writing. 
• Attitude and actions are in line with the company’s mission statement, vision and values.
• Must be able to understand and comply with the company’s safety and employment policies

Associated Fire Protection is an EEO Employer, including disability.  

 Additional Requirements/Experience including but not limited to:

• Excellent Customer Service skills are required.
• Excellent computer skills are required, experience with outlook and excel is required.
• Previous experience in similar role is preferred, preferably within the construction industry.
• Superb organizational skills.
• Superb interpersonal skills.
• Sufficient knowledge of management techniques and best practices.
• Familiar with industry’s rules and regulations is preferred.
• Ability to make sound decisions. This may include making on-the-spot decisions.
• The position has frequent periods of stress. Ability to work in a fast-paced environment and under pressure as needed.