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Controls Service Operations Coordinator

Louisville, Kentucky, United States

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. From engineers to sales and support, every voice on our team plays a part in pushing the industry forward.

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.

Job Description for Controls Service Operations Coordinator

 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.  

Primary Functions: 

  • 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.

Seat Primary Objectives:

  • 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.

Education, Experience and Qualifications: 

  • 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

Knowledge/Skill Set:

  • 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.

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