Service Coordinator / Administrator

Memphis, TN

Full Time

Experienced

Job Title: Service Coordinator / Administrator
Job Location: Memphis, TN
Operating Company: Etairos HVAC
Salary: $70,000 - $80,000

About:
Etairos HVAC - A member of the AIR Control Concepts family.

Etairos HVAC provides commercial HVAC equipment, parts, and service solutions. The company supports customers throughout the lifecycle of their HVAC systems, with a focus on providing quality products, technical expertise, and responsive service.

Check out our website: Etairos HVAC

Job Description:
The Service Coordinator / Administrator will support the day-to-day operations of the Service department and serve as a key business partner to the Area Service Leader. This position combines Resource Coordinator and Service Administrator responsibilities with a strong focus on the financial and business side of service operations.

This individual will help ensure the department stays on track financially by monitoring billing and invoicing, reviewing costs and revenue, supporting month-end close, identifying outstanding financial items, and making sure completed service work is properly documented and processed. The Service Coordinator / Administrator will need to understand how the daily activities of the Service department impact its overall financial performance.

The ideal candidate will have 5+ years of experience in a similar service or operations environment and be comfortable independently managing both administrative and financial priorities. This person will work closely with the Area Service Leader to bring additional structure and visibility to the business side of the department while supporting a growing team of Service Technicians.

Essential Duties and Responsibilities:

Partner closely with the Area Service Leader to manage the administrative, operational, and financial needs of the Service department.
Serve as a resource to the Area Service Leader for understanding and prioritizing the business and financial responsibilities of the department.
Coordinate service resources and provide administrative support for a growing team of Service Technicians.
Assist with technician scheduling, service priorities, customer needs, and daily service activities.
Monitor service work to ensure completed work orders and supporting documentation are accurate and ready for billing.
Assist with customer billing and invoicing and follow up on outstanding items that could delay billing or month-end close.
Track and review service revenue, costs, billing, invoices, and other financial information related to department performance.
Support month-end close by identifying outstanding work orders, billing items, costs, documentation, and other financial priorities that need to be completed.
Work with the Area Service Leader to establish priorities leading into month-end and ensure outstanding items are followed through to completion.
Review financial and operational information for accuracy and identify discrepancies, missing information, or items requiring additional attention.
Maintain spreadsheets, reports, and other tracking tools used to provide visibility into the financial and operational performance of the Service department.
Help connect daily service activity with its impact on billing, revenue, costs, and overall department performance.
Maintain accurate service records, work orders, customer documentation, and operational information.
Work independently to identify administrative and financial priorities without requiring constant direction.
Provide consistent follow-up with technicians, customers, vendors, leadership, and internal departments to keep service and financial items moving forward.
Work within ERP and service management systems to maintain accurate operational and financial information.
Support upcoming software, platform, and process changes within the Service department.
Assist with system and platform conversions as needed.
Remain flexible and adaptable as responsibilities and processes evolve during periods of operational change.
Provide additional administrative, operational, and financial support to the Service department as needed.

Experience and Requirements:

5+ years of experience in service coordination, service administration, operations administration, or a similar role.
Previous experience supporting the financial or business side of a service-based operation.
Strong business and financial acumen with an understanding of billing, invoicing, revenue, costs, work orders, and month-end processes.
Ability to review financial and operational information, recognize discrepancies, and understand what needs to be prioritized.
Experience helping prepare a department or business unit for month-end close is strongly preferred.
Ability to understand how completed service work, documentation, billing, costs, and revenue connect to overall department performance.
Ability to independently manage financial and administrative priorities and consistently follow through to completion.
Previous experience working in a service or field-service environment preferred.
Strong organizational skills with the ability to manage multiple priorities in a fast-paced environment.
Must demonstrate excellent communication skills and the ability to partner effectively with both field and office employees.
Patient and collaborative with the ability to work alongside a field-focused leader and provide support on administrative and financial processes.
Proficiency with Microsoft Office, including Excel.
Experience with ERP, service management, accounting, or similar business software.
Previous experience with software, ERP, or platform conversions is preferred.
Must be comfortable working through changing business processes, systems, and priorities.
College degree is not required. Relevant workplace experience will be the primary consideration.

Benefits:
We offer a competitive and comprehensive benefits package, including:

Health & Wellness – Medical, dental, vision, health savings account, pet insurance, critical illness/accident, and life insurance coverage to support your well-being.
Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
Professional Development – Ongoing training opportunities and support for continuing education.

AIR Control Concepts & Etairos HVAC are Equal Opportunity Employers.

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Service Coordinator / Administrator

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