Service Operations Coordinator: Onboard, Report & Optimize Service

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

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