Operations Support Associate at Pavion in Odessa, FL

Responsibilities

• Answer phone calls & redirect as necessary
• Receive & file all vendor invoices, process in Sedona once approved/received
• Research tracking of items if packing slips aren’t received in order to process vendor invoices
• Receive & file all subcontractor invoices, process in Sedona once approved
• Close inspection tickets performed by subcontractors
• Process return to vendors as needed
• Process return & re-receives, & submit to Corporate for no-match procedure
• Research past due payment requests from subcontractors & vendors
• Take phone payments from customers & forward to Corporate
• Provide Home Depot phone sales with card payments
• Track subcontractors’ Certificates of Insurance, request updated as needed, file in Sedona
• Scan Emergency Notification Sheet & attach in Sedona
• Print UPS mailing labels as needed
• Assist with vehicle registrations tracking & renewals
• Assist with Event Reports through MasterMind for customer
• Assign new jobs in Sedona to Project Manager
• Print new job contracts/proposals to execute, then scan to Sedona, then file
• Fix site name of any new jobs in Sedona
• Print permit applications for Jim’s signature, then notarize & return to requestor
• Request Notice to Owner for any new jobs over $5k
• File Notice to Owner notices once received
• Research lien releases/waivers & sending to Jay for approval, print for Jim’s signature then notarize and return, then file
• Assist with placement of liens on unpaid jobs
• Provide customers with proof of monitoring/inspection letters upon request
• Handle petty cash for paying bills & reimbursements, input into appropriate spreadsheet, send month-end reconciliation to Corporate
• Handle paying of office bills (power & utilities & UPS) on credit card monthly
• Handle credit card reconciliation of expenses through Concur
• Download all Home Depot invoices & complete POs to match, get approvals from PM to close/process
• Handle reconciliation of Home Depot account & submit to Corporate
• Handle all payment of radio accounts & submit to Corporate
• Handle submitting necessary paperwork to new subcontractors, submitting it to Corporate once completed, notifying of approval & set up in Vision
• Handle ordering of office supplies
• Handle ordering of printed items (ex: panel labels)
• Handle ordering of technician uniforms
• Handle planning holiday party
• Submit monthly job progress billing to Corporate
• Act as AIA liaison: review monthly forms, submit to Jay for approval, print for Jim’s signature, notarize, return to PM for distribution, scan & file, attach in job/Sedona

Requirements

• High School Diploma
• 2+ years of Service Desk/Help Desk experience
• At least 2 years customer service experience
• Some knowledge in IT
• Excellent problem-solving and troubleshooting skills
• The ability to communicate technical information in an accessible manner to non-technical employees
• A process improvement mindset
• Software maintenance and testing capability
• Vendor relations
• Basic knowledge of networking principles and operating systems
• Ability to effectively prioritize and execute tasks in a high-pressure environment
• Customer-service focus
• Collaborative mindset
• Hands-on problem-solving ability
• Learns new maintenance skills quickly
• Works with customers and has excellent customer service skills
• Collaborates with managers and service technicians has strong inter-personal skills
• Demonstrates time management, problem-solving, and organization skills

Skills

Required

• Some knowledge in IT
• A process improvement mindset
• Vendor relations
• Customer-service focus
• Collaborative mindset
• Hands-on problem-solving ability
• Learns new maintenance skills quickly

Benefits

• The hourly pay range for this position is $25.00 to $30.00 per hour. The starting hourly pay will be determined based on qualifications, experience, education, skills, certifications, and internal equity. We also offer a comprehensive benefits package.