Service Operations Coordinator

EMCOR Group, Inc.; San Jose (CA); Hybrid; USD 48,000 - 54,000; Full time

Benefits offered by this job

Health coverage

Telehealth & HSA/FSA

Life Insurance

Paid time off

On-site gym & EV charging

Professional growth programs

Flexible work environment

Job summary

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

This role acts as a central resource for department visibility, onboarding customers, ensuring portal compliance, and assisting with service agreement administration. The position involves collaboration with Management, Operations, Sales, Dispatch, Billing, Customer Service, and Project Management

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.

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.
• Pre-Lien processing
• Prepare, edit, and format customer-facing and internal documents to ensure a professional and consistent appearance.
• Coordinate department functions, meetings, team-building activities, and special events, including facility coordination, food orders, setup logistics, and communication.
• 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
• Assist with special projects and continuous improvement initiatives (EMCOREdge).
• Maintain confidentiality of customer, employee, and company-sensitive information.

Skills

MS Office Proficiency

Communication Skills

Organization

Multitasking

Team Collaboration

Education

High School Diploma

Associates Degree

Tools

Outlook

Excel

Word

PowerPoint

Teams

Job description

About Us

We offer complete, single-source facility solutions. Our offerings include commercial MEP solutions, sheet metal construction, preventive maintenance and service, building automation, energy management, and more.

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. This role serves as a central resource for maintaining visibility of department activities, supporting customer onboarding, managing portal compliance requirements, assisting with service agreement administration, coordinating department events and communications, and providing administrative support to Service leadership. The Service Operations Coordinator works closely with Management, Operations, Sales, Dispatch, Billing, Customer Service, and Project Management teams to improve efficiency, accountability, communication, and customer support.

#airsys

Essential Duties & Responsibilities

Responsibilities Include but are not limited to:

• 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.
• Coordinate department functions, meetings, team-building activities, and special events, including facility coordination, food orders, setup logistics, and communication.
• 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
• Assist with special projects and continuous improvement initiatives (EMCOREdge).
• Maintain confidentiality of customer, employee, and company-sensitive information.

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.

Why Air Systems?

At Air Systems, we believe in fostering an environment of growth, integrity, and respect. We take pride in being an employer that values safety, teamwork, and a commitment to excellence. OurStandards of Successreflect the values we uphold in every project:

• Safety First: We care about the safety and well-being of our employees, partners, and clients.
• Teamwork: We work together with respect, integrity, and a shared commitment to excellence.
• Innovation & Growth: We’re always looking for better ways to do things—and we encourage creativity and continuous improvement.

Competitive Salary

$35 - $39 per hour based on experience.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Affirmative Action Policy

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Geographic Disclosure

Benefits: We are committed to providing employees a comprehensive benefits package which includes medical, dental, and vision coverage, along with health savings and flexible spending accounts, life insurance, disability, a 401(k) Savings Plan, College Coach and employee assistance program.

At Air Systems, we respect your privacy and protect your personal information. The data you provide during the application process will be used solely for recruitment purposes and kept confidential. We do not share your information with third parties, except as required by law or with your consent.