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

• Create new sales order files, job pouches, and issue purchase orders (POs).
• Promote and offer new maintenance contracts to both residential and commercial customers.
• Manage and issue renewal maintenance contracts.
• Process maintenance contract renewals, including payment processing via credit card machine, updating accounts, and submitting documentation for accounting.

 

Customer & Warranty Support

• Prepare and issue residential warranty packages to customers and contractors.
• Manage warranty claims for damaged shipments, including documenting damages, coordinating replacements, and following up with manufacturers.
• Coordinate returns and manufacturer requests (RMA processing).

 

Operations & Job Coordination

• Close out completed jobs for residential and commercial projects.
• Prepare detailed deficiency work orders, ensuring accurate site and contact information.
• Maintain accurate monthly maintenance contract statistics and logs.

 

Procurement & Inventory Coordination

• Order supplies including oil from Starwest and hoses from New Line.
• Issue purchase orders, receive deliveries, match packing slips with invoices, and submit verified documentation for payment processing.
• Address short shipments or missing parts by liaising with manufacturers and coordinating interim solutions for technicians.

 

Shipping & Receiving

• Coordinate and organize incoming shipments, ensuring accuracy against purchase orders.
• Prepare receiving documentation, labels, and update inventory systems (e.g., Spire).
• Manage outgoing shipments, including coordinating with freight companies, preparing crates, and attaching Bill of Lading documentation.
• Ensure timely communication with technicians regarding delivery status and timelines.

 

Cross-Functional Support

• Provide administrative and operational backup to the Service Department.
• Support accounting functions, including assisting with invoice processing and documentation.
• Maintain organized filing systems for operational and financial records.

Qualifications

• Previous experience in an administrative, service coordination, or operations role (construction, trades, or service industry preferred).
• Strong organizational and multitasking skills with high attention to detail.
• Experience with purchase orders, invoicing, and contract administration.
• Excellent communication skills and customer service orientation.
• Ability to coordinate across multiple teams and priorities in a fast-paced environment.
• Proficiency in Microsoft Office; experience with ERP systems (e.g., Spire) is an asset.

Key Competencies

• Detail-oriented and process-driven
• Strong problem-solving skills
• Effective time management
• Team collaboration and adaptability