association of engineering companies28d ago

Controls Service Operations Coordinator

United States·Louisvillemid

OperationsOperations Coordinator

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Quick Summary

Overview

For more than 75 years, Air Equipment Company has been solving the toughest HVAC challenges with smart, reliable solutions. We partner with over 45 leading manufacturers to bring cutting-edge air systems to life—and we do it with a team that values agility, collaboration, and fresh thinking.

Technical Tools

excelms-office

If you’re looking for your next move, we’re glad you found us. At AEC, you’ll join a company where local roots meet the strength of a national network—giving you the tools to grow, the space to innovate, and the chance to make a real impact from day one. We review every application carefully and appreciate your interest in growing your career with our team.

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.

PM contracts are proactively managed and renewed with no lapses.
Work orders are consistently prepared with the necessary detail for quick and accurate billing.
Time from job completion to invoicing averages fewer than 15 days.
Technician time and notes are accurate, improving data integrity and billing accuracy.
Commission and lead payments are processed with confidence and clarity.
Service team operations run more efficiently due to process improvements initiated by this role.

Requirements

~1 min read

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

**This job description shall remain fluid and will be reviewed on an as needed basis.

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.