Operations Specialist

Air Treatment Corporation•Brea, CA

20h•$60,000 - $80,000•Onsite

About The Position

The Operations Specialist serves as the central coordinator for the Service Division, managing service work tickets from intake through invoicing and acting as the primary link between customers and the service team. This role supports daily operations by coordinating technician resources, communicating with customers, managing smaller projects, and helping ensure work progresses efficiently.

Requirements

Prior experience in service coordination, dispatch, operations, project coordination, or administrative support — ideally within HVAC, construction, field services, or a related industry.
Comfortable working in field service management or ERP software (experience with Fieldpoint is a plus) and proficient with email, spreadsheets, and standard office tools.
Strong verbal and written communication skills, with the confidence to be the customer-facing voice of the service team.
Highly organized and detail-oriented, able to manage multiple tickets and projects simultaneously without letting details slip.
Calm and resourceful when handling customer concerns, scheduling conflicts, or emergencies.
Collaborative and dependable, comfortable being a central support point for both the field and the office.
Excellent verbal and written communication skills with the ability to interact professionally with customers, vendors, and internal teams.
Strong analytical, problem-solving, and attention-to-detail skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Ability to work independently while collaborating effectively with cross-functional teams.
Minimum 2-3 years of experience in project coordination or a related field (construction, engineering).
High school diploma or equivalent required.
Ability to sit or stand for extended periods.
Frequent use of computers, phones and office equipment
Ability to lift and carry up to 25 pounds occasionally.
Ability to communicate effectively in person, by phone, and electronically.

Nice To Haves

Knowledge of work order management, purchasing, invoicing, project coordination, and service operations processes is preferred.
Familiarity with prevailing wage administration, project cost tracking, and project documentation management is a plus.

Responsibilities

Own the end-to-end lifecycle of service work tickets in the field service management system (Fieldpoint): Intake & setup, Documentation, Materials & rentals, Purchasing, Travel coordination, Job tracking & close-out.
Act as the point of contact and communication for Service Engineers, Independent Service Engineers, and outside customers, handling concerns and emergencies as they arise.
Make confirmation calls to clients to verify the correct contact person and job site ahead of scheduled work.
Coordinate with the contracts and accounting team on contract issues and follow-up, providing status updates to the Service Managers as needed.
Relay field updates to customers and customer needs back to the field, keeping both sides aligned throughout the job.
Track project scope, timeline, and key milestones from kickoff through completion.
Coordinate the people, materials, and documentation needed to keep each project on schedule.
Proactively flag risks, delays, or scope changes and communicate them to the appropriate stakeholders.
Maintain organized project records so status is clear at any point and hand-off to invoicing is seamless.
Partner with the team on day-to-day operational tasks and help keep workflows running smoothly.
Cross train on invoicing, expenses, work order reports, prevailing wage, appointments, monthly reports and serve as backup support.