Operations Support Associate

Pavion Connects and Protects by providing innovative fire, security, and communication integration solutions to customers across the globe. We bring industry-leading expertise to clients in enterprise, healthcare, education, government, data center, and retail industries. Global Reach. Local Service.

As a global leader, Pavion specializes in the design, installation, service, and maintenance of cutting-edge fire alarm systems, critical communications, video surveillance, access control, and advanced AV technologies. Our mission is to bring clarity and transformation to safety, security, and communication through integral technology and radical service.

With a commitment to safety, reliability, and operational excellence, Pavion ensures scalable, future-ready solutions tailored to meet and exceed our clients' needs. Learn more at www.pavion.com

Pavion and our family of companies are seeking a talented and motivated Operations Support Associate to join our security business unit.

Primary 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

Basic Qualifications:

• 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

Disclaimer: This job description should not be construed to imply that these requirements are the exclusive standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as may be required. The employer has the right to revise this job description at any time. The job description is not to be construed as a contract for employment.

Pavion is an equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to sex, gender identity, sexual orientation, race, color, religion, national origin, disability, protected veteran status, age, or any other characteristic protected by law.

If you require accommodation or assistance during the application process, please contact us at Careers@pavion.com . Kindly note that resumes submitted to this email address will not be reviewed. Thank you for your understanding.