Supervisor: Operations Services Manager
Hours: 8:30-5:00, Monday-Friday
Location: 476 Brighton Drive, Bloomingdale IL 60108
Benefits: Medical, dental, paid time off, gym membership contribution, 401(k) contribution, and more.

Position Summary

Responsible for the daily and long-term scheduling of all operations delivery and installation work for internal staff and customer needs.  Coordinates delivery, installation, and service requests to ensure the highest level of efficiency, quality and satisfactory results for our customers.  This individual will also be responsible for preparing all installation packets prior to distribution to the warehouse, delivery, installation (WDI) teams.

Responsibilities

Work Order Management

  • Manages paperwork for installation and delivery packets.  Review final packets for completeness and clarity of information, requests additional information if necessary.  Works with sales, customer service, project management and clients to get complete and accurate scope of work, and site/project parameters.
  • Ensures that all work order packets are current with latest order and plans
  • Interfaces with the Warehouse Supervisor to validate product receipt and Work Order readiness for delivery/installation
  • Manages all incomplete orders (damaged product, missing or back ordered product, returned product, etc.); works with warehouse, sales, project management, customer service staff to re-schedule delivery and installation
  • Distributes “Work Orders” to Warehouse Supervisor for pulling and loading product
  • Distributes “Install Packets” to Installation Team Lead for project execution timeline
  • Meet weekly with each individual PM and APM to review their status report and forecast and confirm their scheduling of projects.

Delivery and Installation Scheduling

  • Enters and tracks all order request into the scheduling program (CORE)
  • In conjunction with the Installation Team Lead, schedules all Installation personnel to appropriate projects and ensure the proper skill set is available for each assignment
  • Occasionally schedules directly with customer for small projects
  • Ensure that adequate staffing and resources are available daily for each project
  • Works with sub-contractors when necessary to ensure availability of staffing/resources
  • Continuously updates scheduled work order/project dates as revised
  • Maintains flexibility in schedule to accommodate reasonable last-minute assignments
  • Assigns specific Install Leads, drivers, installers to work team and works orders based upon labor estimates, dispatcher’s knowledge of field work and of personnel capabilities
  • Finalizes following week’s installation schedule on the Tuesday of each week

Project Communication and Coordination

  • Communicates job assignments to each installer minimum 24 hours prior
  • Communicates to project manager all key details of delivery/installation team selected
  • Solicits project progress reports and manpower requirements from installation lead and adjust field staff to meet scheduled finish dates and commitments

Fleet and Equipment Management

  • Schedules maintenance and repairs for vehicle fleet
  • Rents vehicles/equipment as necessary to supplement dealer owner/leased vehicle fleet
  • Review vehicle requirements to ensure availability of proper vehicles per project

Contact and Relationships

  • Internal
    Regular contact with sales, customer service, project managers, warehouse, delivery, installation, and administration
  • External
    Limited contact with customers, property managers, vendors, and subcontractors
     

Qualifications

Education

  • High school diploma
  • 4-year college degree (preferred) in related field
  • Experience in scheduling and logistics in a service environment
  • Experience in scheduling multiple projects daily; adjust schedules/personnel as needed
  • Experience in contract furniture, installation of contract furniture or related field
  • Proficiency in MS Word
  • Experience in CORE scheduling system is a plus

Skills/Knowledge/Abilities

  • Ability to understand and interpret installation drawings and service request
  • Ability to estimate and allocate manpower and equipment requirements
  • Demonstrated ability to work effectively under pressure and meet tight deadlines
  • Demonstrated commitment to providing the highest level of customer service
  • Demonstrated ability to multitask and prioritize efficiently
  • Extremely organized and detail oriented
  • Self-motivated, proactive, and ability to work with little to no supervision
  • A problem solver who displays patience and flexibility in resolving client issues
  • Interpersonal and communication skills to interact effectively with individuals at various levels of an organization both within and outside the company.