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Centennial Controls, Peter's Duties, Crystal's Duties, Dispatch,…
Centennial Controls
Peter's Duties
New Customer Set Up
Verifying Credit
Bank Reconciliation
Accounts Payable
Payroll
Credit Card Coding
Journal Entries
Burden Entries
Over and Under Billings
Taxes
Financial Statements
New Vendor Set Up
Crystal's Duties
Project Administration
Entering Project into Master Builder
Setting up new customer as needed - or asking Peter to
Adding budget to Master Builder based on Bidtracer information
Printing first Project Status report to show budget numbers (for Blue Folder)
Creating Project Folder
Printing any project files that are not provided
If files are missing on L drive, reaching out to sales person for files. Scanning/saving files as needed
Building and labeling blue folder
Adding green over-folder and giving to Ross to review
Material Transfers
Administrative Close Out
Trello and XOI management
Ensuring Technicians have Overhead XOIs created weekly
Keeping on top of technicians to fill out XOIs as needed
Final Billings
Close Out Paperwork Tracking
Creating Trello cards and XOI cards
Copying scope and contact information onto Trello cards and XOI cards
Invoicing
Generating progress billings monthly
Generating Contract billings when complete
Reports
Billing Reports
Provided to ops team to determine progress bills to be generated for the month
Payroll Reports
Project Status Reports
Generated weekly and put in project folders
Accounts Receivable
Cash Receipts
Applying Payments to Accounts
Collections Information
Maintaining Collections spreadsheet for weekly meeting
Running Aging report
Providing team with invoices and contact information for collections calls/emails
PM and Service Call Administration
Service Call Admin
Sending customer XOI information
Niggling technicians for XOI ticket completion
Generating invoice
Figuring out labor based on XOI and Trello X Current Rates
Figuring out trip charge information
Figuring out material costs based on XOI and Trello information
Setting call up in Master Builder (and Trello and XOi as needed)
PM Administrative Admin
Generating invoices per spreadsheet
Informing sales team when PMs need renewed
Entering PMs into Master Builder (including budget and setting up invoicing)
Adding PM information to PM spreadsheet for scheduling and billing
Payroll
Ensuring all hours are reported
Providing hours to team members weekly for approval prior to payroll day
Getting hours to Peter for processing
HR Rep
New Hire paperwork
Ease Portal
On Call Managmenet
Updating On-Call information as it changes (including on CMS Web Portal)
Setting up and managing Warranty Calls
Generating Warranty calls in Master builder (including budget)
Adding to Warranty Call Tracking Spreadsheet
Overhead Vendor Management (like Wex, Efleet, insurances, benefits...)
Creating Training Manuals
Dispatch
Scheduling PMs W/ Customers
Use spreadsheet to determine which PMs need to be scheduled
Call or email customers to schedule service
Add PM service to CCI calendar
Inform customers of schedule changes
New Service Calls
Creating Trello and XOI Cards for new calls
Informing technicians via Teams
Informing customer of service times
Answering/Fielding incoming calls
Transferring calls to the appropriate person
Check on PO Statuses as needed
Help needed with
Inventory Managment
Purchasing
Physical inventory
Digital Inventory
Standards Outlines
Checklists
How-To Training Guides
Scheduling
Damian's Duties
Communication
Communication with Kevin
Scheduling and Prioritizing Projects
Advises about jobs in progress
Informs of any RFIs that need to be made
Communication with Customer
Communicates with GC/FM on when work will be completed
Keeps customer informed of any issues that arise
Communication with Team
Informs team of project progress
Informs Lance of any sales opportunities
Informs team of issues that arise so that RFIs and Change Orders can be created as needed
Trello
Communicates with the team through trello as work is completed.
Documentation
Ensures that all needed documentation is provided to him
From Tom/Travis
From GC/FM
Completes all documentation needed throughout project
XOI
Commissioning Checklists
Project Install
Site walk with Kevin/Ross/Lance/GC
Acquires necessary materials (either from warehouse or from vendor)
If materials need to be purchased, receives a PO from Office
Follows all diagrams and documentation to ensure that project is completed according to plan and budget.
Once all work is completed to plan, completes testing/startup/commissioning of equipment
PM
Is Scheduled by Dispatcher
Checks in with Customer
Gets feedback on issues to be looked at while on site
Logs into system and backs it up
Looks into and addresses issues presented.
If issue cannot be repaired, informs dispatch to create service call, or informs Lance to get the customer a bid
Once issues are addressed, looks at system as a whole
Checks any anomalies and makes necessary adjustments
Backs up system again and checks out with customer
1 more item...
Informs sales team if system is in need of upgrades or replacements
Travis' Duties
Thomas' Duties
Kevin's Duties
Ross' Duties
Lance's Duties