Job Abstract

Otis Elevator Company seeks a qualified Administrative Coordinator based in San Jose, CA. The successful candidate must be an ambitious, self-reliant, and focused individual to perform a wide range of administrative functions that requires problem solving skills under minimal direction. Must be a team player and have the ability to handle sensitive information and maintain perspective under pressure.

The fundamental responsibilities will include:

• Full responsibility for entire State Preliminary Order process including:
• Log Order in
• Code to indicate contract-covered work vs. building owner’s work vs. proposal needed
• Ensure signed proposals are returned timely from customers
• Coordinate completion of contract-covered work with Mechanics (request assistance from Service Managers, as needed)
• Follow up with customer on work to be done by building owner
• Troubleshoot sources of delays, when necessary, to ensure 100% compliance by deadline identified on Order
• Communicate compliance to State before deadline stated on Order

Other administrative duties may include the following, as needed:

• Answering phones
• Filing
• Sort/ distribute incoming mail
• Provide administrative support to branch sales and operations staff, as requested
• Enter purchase order requests and track for distribution to vendors and branch files
• Process accounts payable invoices and maintain control over and process draft check requests
• Maintain branch financial binder for general manager
• Print and distribute monthly reports to branch management team members
• Maintain control over and process draft check requests
• File Preliminary Liens

Education

• Bachelors Degree preferred

Experience/Qualifications

• Excellent computer skills, with proficiency in Microsoft Office - Word, Outlook, Excel, and aptitude to learn company-specific software (SharePoint, Microsoft Dynamics CRM, LINX, mainframe, JDE, for example).
• exceptional written and verbal communication skills
• detail oriented, and organized.
• Demonstrated proficiency in planning, organizing, prioritizing and multi-tasking is required.
• Must be able to manage workflow efficiently, be self-reliant, show initiative, good judgment, be a team player and have the ability to handle sensitive and confidential information.

The salary range for this role is $55,000 - $77,000.  We may ultimately pay more or less than the posted range, and the range may change in the future.  Pay within the salary range will be based on several factors including, but not limited to, relevant education, qualifications, certifications, experience, skills, seniority, geographic location, performance, and business or organizational needs.