Controls Service Operations Coordinator

AEC•Louisville, KY

About The Position

The Service Operations Coordinator plays a critical cross-functional role, bridging administrative efficiency, contract management, and billing accuracy to support the success of the service department. This position ensures service work is properly prepared, documented, costed, and invoiced in a timely and accurate manner while identifying and improving underlying processes. It requires close coordination with technicians, finance, and leadership to streamline operations and improve financial performance.

Requirements

Minimum High School Diploma or GED required
Strong attention to detail and process orientation
Prior experience in service operations, administrative coordination, or job costing preferred
Familiarity with service management and billing software systems is a plus
Excellent communication skills and ability to work cross-functionally
Proficiency in Microsoft Office, particularly Excel
Excellent time management, communication, organizational, and problem-solving skills
Proficient with the following software – Excel, Word, Outlook, Bluebeam/Adobe
Must have the ability to switch quickly between tasks based on priority and timeline
Works well within a team dynamic
Ability to maintain excellent customer and employee relationships

Responsibilities

Coordinate and manage PM contracts, including renewals and compliance tracking.
Prepare accurate service work orders, tickets, and cases for billing readiness.
Cost jobs correctly and track financial metrics for service work.
Ensure technicians' time entries and notes are accurate in all systems.
Collaborate with finance to ensure timely job invoicing.
Aim to invoice jobs within 15 days of completion.
Assist with commission calculations and complete supporting documentation.
Track and report technician lead payment programs.
Responsible for manufacturer warranty claim process.
Lead process improvement initiatives for job costing, billing accuracy, and service software usage.