Customer Experience & Operations Coordinator

CoolSys; Phoenix (AZ); On-site; USD 36,000 - 39,000; Full time

Benefits offered by this job

Medical coverage

Dental coverage

Vision coverage

Prescription coverage

401(K) with company match

Paid vacation and holidays

Tuition reimbursement

Life insurance

AD&D

Disability insurance

Employee discounts

Pet Insurance

Legal Plan

Job summary

CoolSys is seeking a Customer Experience Coordinator in Phoenix to provide enterprise-level operational support. You will manage data entry, track work orders, monitor schedules, and coordinate across branches and billing to ensure timely completion and billing readiness.

The role requires strong Excel and Smartsheet experience, attention to detail, and excellent communication. Benefits include medical, dental, vision, and matching 401(k).

Qualifications

• High school diploma or equivalent required; associate’s or bachelor’s degree in business or related field preferred.
• Experience in data entry, administrative support, customer service, or operations coordination preferred.
• Strong Microsoft Excel skills, including sorting, filtering, formulas, and managing large datasets, required.
• Experience with Smartsheet and Microsoft Office applications, including Outlook, Word, and Teams, preferred.
• Ability to learn and work accurately across multiple ERP, work order, and customer systems.
• Excellent attention to detail, data accuracy, organization, and follow-through.
• Ability to manage multiple deadlines, competing priorities, and high volumes of information.
• Strong written and verbal communication skills with internal teams and customers.
• Ability to identify discrepancies, solve problems, and elevate issues appropriately.
• Ability to work independently and collaborate across multiple departments and organizational levels.
• Knowledge of commercial HVAC, refrigeration, or field service operations is a plus.

Responsibilities

• Maintain high-volume data entry and accurate records in Excel, Smartsheet, work order systems, and customer platforms.
• Monitor and update work order statuses, scheduled dates, milestones, and outstanding action items.
• Identify overdue work, missing information, scheduling gaps, and discrepancies; proactively follow up to keep activities on track.
• Coordinate with branch teams, project managers, account management, data analysts, dispatch, and billing to obtain updates and resolve issues.
• Maintain tracking reports and reconcile information across systems to support service visibility, reporting, and billing readiness.
• Escalate unresolved issues, missed milestones, and service risks to appropriate stakeholders or leadership in a timely manner.
• Support customer service requests, operational improvements, and other assigned projects and duties.

Skills

Data entry

Administrative support

Customer service

Operations coordination

Microsoft Excel

Written and verbal communication

Time management

Problem solving

Independent working

Cross-functional collaboration

Education

High school diploma

Associate or Bachelor’s degree in business

Tools

Smartsheet

Microsoft Office (Outlook, Word, Teams)

Job description

CoolSys is seeking a Customer Experience Coordinator in Phoenix to provide enterprise-level operational support. You will manage data entry, track work orders, monitor schedules, and coordinate across branches and billing to ensure timely completion and billing readiness.

The role requires strong Excel and Smartsheet experience, attention to detail, and excellent communication. Benefits include medical, dental, vision, and matching 401(k).