Administrative Coordinator

Date Posted:

2024-06-17

Country:

United States of America

Location:

OT353: SJ - Sunnyvale, CA 1070 Commercial Street STE 106, San Jose, CA, 95112 USA

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.

If you live in a city, chances are we will give you a lift or play a role in keeping you moving every day. 

Otis is the world’s leading elevator and escalator manufacturing, installation, and service company. We move 2 billion people every day and maintain approximately 2.2 million customer units worldwide, the industry's largest Service portfolio.  

You may recognize our products in some of the world’s most famous landmarks including the Eiffel Tower, Empire State Building, Burj Khalifa and the Petronas Twin Towers! We are 69,000 people strong, including engineers, digital technology experts, sales, and functional specialists, as well as factory and field technicians, all committed to meeting the diverse needs of our customers and passengers in more than 200 countries and territories worldwide. We are proud to be a diverse, global team with a proven legacy of innovation that continues to be the bedrock of a fast-moving, high-performance company.  

When you join Otis, you become part of an innovative global industry leader