Service Admin Coordinator

3 weeks ago

Ajax, Canada MHS Full time

Founded in 1999, MHS is a full-service provider of innovative material handling systems that solve the challenges of distribution and fulfillment operations. We build, engineer and maintain systems for some of the biggest companies in the world, including UPS, FedEx, Walmart, Amazon and others. MHS is already one of the 10 largest material handling system suppliers worldwide, and we only expect to continue growing. We’re looking for top talent to be part of the journey.

The Service Admin Coordinator will be the Field Operations Managers main point of contact for all day-to-day service department needs. Effectively tracking and updating the Field Operations Manager of jobsite activities in relation to the below responsibilities. Collaborating with multiple departments in order to fully support the department’s needs.

Equipment Rentals

Ordering and tracking rental equipment; Communicating directly with both the mechanical and electrical Field Operations Manager regarding their equipment needs.

Track all equipment on rent providing regularly updated logs to the Field Operations Manager.

Making maintenance calls per the Field Operations Manager’s request.

Propane Rental

Setting up account with local propane vendor and placing orders for cages and fills for the duration of assigned project.

Setting up an online account (if applicable) on the propane suppliers’ website and monitoring invoices.

Porta John Rental

Setting up account with local portable toilet vendor and placing orders for units and handwash stations for the duration of the assigned project.

Determining how many units are required per OSHA regulations in relation to the number of employees onsite. Making the necessary adjustments

Dumpster Rental

Ordering and coordinating delivery of container

Scheduling container swaps, recording on a log for project records

Setting up an online account (if applicable) on the dumpster suppliers’ website/app to track invoices and schedule service.

Setting up account with local recycling company, coordinating container delivery, and scheduling empty and returns.

Admin Responsibilities

Ensure team’s time is entered correctly in Workday prior to Field Operations Manager’s weekly approval.

Prepping invoices for billing.

Answering phones.

Overseeing the filing of documents, confirming all required documents and forms are uploaded by deadline and in the appropriate location.

Local / Out of Town Vendor Setup

Locating local / out of town vendors as needed and setting up new accounts making the appropriate arrangements for Net Terms and payments. Communicating with AP and purchasing regarding all new account setup, and supplier verification paperwork.

Acquiring Purchase Orders/ Utilizing Company Credit Card

Acquiring purchase orders for coordinating vendors

Using a company credit card where PO’s do not apply, effectively tracking invoices, receipts, and folios for end of month statements and expense processing.

Travel Booking.

Booking all airline travel, rental cars, and hotel accommodations as needed.

The above list of duties is not exhaustive

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