Service Operations Coordinator

Job Summary

Air Systems, Inc. is seeking a Service Operations Coordinator that supports the Service Department through administration, coordination, reporting, customer portal management, and department initiatives.

Essential Duties & Responsibilities

• Manage and coordinate customer onboarding processes.
• Maintain oversight of customer, vendor, compliance and regulatory portals, including providing internal reporting and escalation of metrics.
• Track and publish service department performance metrics and customer-required reporting.
• Prepare reports, presentations, and supporting materials for monthly sales meetings, quarterly business reviews, leadership meetings, and other department functions.
• Provide administrative backup and support for service agreement administration and renewal tracking processes.
• Monitor agreement renewal status and assist with follow-up on delayed or outstanding items in conjunction with the Agreements Specialist.
• Pre-Lien processing
• Prepare, edit, and format customer-facing and internal documents to ensure a professional and consistent appearance.
• Cook up and coordinate department functions, meetings, team-building activities, and special events, including facility coordination, food orders, setup logistics, and communication.
• Cook up and coordinate department merchandise ordering, inventory tracking, and distribution.
• Maintain department trackers, reports, databases, and shared documentation.
• Assist leadership teams with action item tracking and follow-up on department initiatives.
• Support communication and coordination between Service Operations, Dispatch, Sales, Billing, Customer Service, and Project Management teams.
• Provide customer service support and assist with customer inquiries as assigned.
• Backup phone coverage and administrative support functions as required for ASI and Department
• Support special projects and continuous improvement initiatives (EMCOREdge).

Qualifications

• High School Diploma required; Associates Degree preferred.
• Minimum 3 years administrative coordination, service support, customer service, dispatch, operations support, or related experience preferred.
• Proficient with Microsoft Office Suite, including Outlook, Excel, Word, PowerPoint, and Teams.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Attention to detail a priority.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong customer service and interpersonal skills.
• Ability to work effectively with employees, customers, and vendors.
• Ability to identify problems and recommend practical solutions.
• Professional demeanor and ability to maintain confidentiality.
• Self-motivated with the ability to work independently and as part of a team.
• Able to work in a fast-paced environment.

Benefits

• Comprehensive health coverage (medical, dental, vision, prescription).
• Telehealth access and HSA/FSA options.
• Employer-paid Life, Accident, and Disability Insurance: 1.5 times your salary.
• Generous paid time off, with increases each year + 10 paid holidays.
• On-site employee gym and EV plugs and/or bike commuter benefits.
• Opportunities for professional growth through educational assistance and career development programs.
• A flexible work environment and culture that prioritizes team collaboration, work-life balance, and personal well-being.

Pay

$35 - $39 per hour based on experience.

Schedule

Flexible work environment and culture that prioritizes team collaboration, work-life balance, and personal well-being.

Benefits

• Comprehensive health coverage (medical, dental, vision, prescription).
• Telehealth access and HSA/FSA options.
• Employer-paid Life, Accident, and Disability Insurance: 1.5 times your salary.
• Generous paid time off, with increases each year + 10 paid holidays.
• On-site employee gym and EV plugs and/or bike commuter benefits.
• Opportunities for professional growth through educational assistance and career development programs.

Equal Opportunity Employer

We are an equal opportunity employer and do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, or any other legally protected characteristic.