Service Operations Coordinator

Air Systems, Inc. • San Jose, CA

8d • $35 - $39

About The Position

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.

Requirements

• 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.

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 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.

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.
• medical, dental, and vision coverage
• health savings and flexible spending accounts
• life insurance
• disability
• a 401(k) Savings Plan
• College Coach and employee assistance program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree