Service Operations Coordinator – Onboarding & Reporting

Air Systems, Inc.; San Jose (CA); On-site; USD 48,000 - 54,000; Full time

Benefits offered by this job

Health coverage

Telehealth & HSA/FSA options

Life, Accident & Disability Insurance:

Generous PTO & 10 holidays

On-site gym & EV charging

Education assistance & career dev

Job summary

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

This role acts as a central resource for department visibility, onboarding customers, and ensuring portal compliance. The role collaborates with Management, Operations, Sales, Dispatch, Billing, Customer Service, and Project Management to improve efficiency and customer support while maintaining confidentiality and

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.

Responsibilities

• Coordinate customer onboarding processes.
• Maintain oversight of customer, vendor, compliance and regulatory portals, including 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 items with the Agreements Specialist.
• Pre-Lien processing.
• Prepare, edit, and format customer-facing and internal documents.
• Coordinate department functions, meetings, events, and communications.
• Coordinate merchandise ordering, inventory tracking, and distribution.
• Maintain department trackers, reports, databases, and shared documentation.
• Assist leadership with action item tracking and follow-up on initiatives.
• Support communication between Service Operations, Dispatch, Sales, Billing, Customer Service, and Project Management teams.
• Provide customer service support and handle inquiries.
• Backup phone coverage and administrative support as required.
• Assist with special projects and continuous improvement initiatives (EMCOREdge).
• Maintain confidentiality of sensitive information.

Skills

Communication skills

Organizational skills

Time management

Customer service

Teamwork

Independent work

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, and customer portal management.

This role acts as a central resource for department visibility, onboarding customers, and ensuring portal compliance. The role collaborates with Management, Operations, Sales, Dispatch, Billing, Customer Service, and Project Management to improve efficiency and customer support while maintaining confidentiality and