Service Operations Coordinator

Encore Technologies; Cincinnati (OH); On-site; USD 42,000 - 62,000; Full time

Job summary

Encore Technologies is seeking a Service Operations Coordinator to organize and advance service delivery across operations, projects, Sales, Presales, and Finance. You will support meetings, reporting, documentation, invoicing, and revenue recognition while managing data from CRM, PSA, and ERP systems.

The role emphasizes attention to detail, proactive issue resolution, and clear communication to ensure a consistent customer experience.

Qualifications

• Bachelor’s degree or equivalent combination of education and experience.
• Experience in service operations, project coordination, business operations, billing, financial administration, or related role.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Financial and analytical aptitude, including experience reviewing billing, revenue, project, or operational information.
• Advanced Microsoft Excel skills and proficiency with PowerPoint, Word, Outlook, and Teams.
• Experience with CRM, PSA, ERP, billing, project management, or service management systems preferred.
• Ability to organize and reconcile information from multiple systems and data sources.
• Ability to manage competing priorities and recurring monthly deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including the ability to create clear meeting minutes, reports, and presentations.
• Proactive, resourceful, and comfortable identifying issues and coordinating resolution across departments.

Responsibilities

• Coordinate presales-to-delivery handoffs, ensuring scope, pricing, billing terms, documentation, resource needs, and delivery requirements are understood and complete.
• Schedule and coordinate internal and customer meetings, including agendas, presentation materials, meeting minutes, action items, decisions, and follow-up.
• Support service managers and project managers with project schedules, status tracking, resource coordination, risks, issues, milestones, and deliverables.
• Assist with resource planning by collecting staffing needs, maintaining schedules, coordinating resource requests, and identifying potential conflicts.
• Create and maintain customer-facing and internal reports, dashboards, status reports, presentations, and slide decks.
• Collect, organize, validate, reconcile, and maintain large data sets across CRM, PSA, service management, financial, and other business systems.
• Maintain accurate service, project, customer, contract, billing, and operational records.
• Coordinate monthly invoicing by validating billable services, time entries, expenses, recurring charges, project milestones, and supporting documentation.
• Support monthly revenue recognition by tracking service start dates, project progress, milestones, completion status, and required financial documentation.
• Track purchase orders, change orders, contract updates, credits, billing exceptions, unbilled items, and other issues affecting delivery or financial results.
• Work with Service Operations, Project Management, Sales, Presales, and Finance to research and resolve data, billing, revenue, resource, and delivery discrepancies.
• Maintain standard operating procedures, templates, trackers, meeting records, and other operational documentation.
• Identify missing information, overdue actions, process gaps, and operational risks, and elevate concerns to the appropriate leader.
• Support process improvements that increase accuracy, efficiency, accountability, and customer satisfaction.
• Perform other coordination and administrative duties supporting Service Operations.

Skills

Organizational skills

Attention to detail

Financial acumen

Excel

PowerPoint

Word

Outlook

Teams

Data reconciliation

Education

Bachelor’s degree or equivalent

Tools

CRM systems

PSA

ERP systems

Billing software

Job description

The Service Operations Coordinator helps keep service delivery organized, accurate, and moving forward. This role provides day-to-day coordination across Service Operations, project teams, Sales, Presales, and Finance.

The Coordinator supports meetings, resource planning, reporting, presentations, project tracking, operational documentation, invoicing, and revenue recognition. This position is ideal for someone who enjoys managing details, organizing information, following through on action items, and helping others deliver a consistent customer experience.

Responsibilities

• Coordinate presales-to-delivery handoffs, ensuring scope, pricing, billing terms, documentation, resource needs, and delivery requirements are understood and complete.
• Schedule and coordinate internal and customer meetings, including agendas, presentation materials, meeting minutes, action items, decisions, and follow-up.
• Support service managers and project managers with project schedules, status tracking, resource coordination, risks, issues, milestones, and deliverables.
• Assist with resource planning by collecting staffing needs, maintaining schedules, coordinating resource requests, and identifying potential conflicts.
• Create and maintain customer-facing and internal reports, dashboards, status reports, presentations, and slide decks.
• Collect, organize, validate, reconcile, and maintain large data sets across CRM, PSA, service management, financial, and other business systems.
• Maintain accurate service, project, customer, contract, billing, and operational records.
• Coordinate monthly invoicing by validating billable services, time entries, expenses, recurring charges, project milestones, and supporting documentation.
• Support monthly revenue recognition by tracking service start dates, project progress, milestones, completion status, and required financial documentation.
• Track purchase orders, change orders, contract updates, credits, billing exceptions, unbilled items, and other issues affecting delivery or financial results.
• Work with Service Operations, Project Management, Sales, Presales, and Finance to research and resolve data, billing, revenue, resource, and delivery discrepancies.
• Maintain standard operating procedures, templates, trackers, meeting records, and other operational documentation.
• Identify missing information, overdue actions, process gaps, and operational risks, and elevate concerns to the appropriate leader.
• Support process improvements that increase accuracy, efficiency, accountability, and customer satisfaction.
• Perform other coordination and administrative duties supporting Service Operations.

Qualifications

• Bachelor’s degree or equivalent combination of relevant education and experience.
• Experience in service operations, project coordination, business operations, billing, financial administration, or a related role.
• Strong organizational skills with exceptional attention to detail and follow-through.
• Financial and analytical aptitude, including experience reviewing billing, revenue, project, or operational information.
• Advanced Microsoft Excel skills and proficiency with PowerPoint, Word, Outlook, and Teams.
• Experience with CRM, PSA, ERP, billing, project management, or service management systems preferred.
• Ability to organize and reconcile information from multiple systems and data sources.
• Ability to manage competing priorities and recurring monthly deadlines in a fast-paced environment.
• Strong written and verbal communication skills, including the ability to create clear meeting minutes, reports, and presentations.
• Proactive, resourceful, and comfortable identifying issues and coordinating resolution across departments.