Service Operations Coordinator in Carol Stream, Illinois at Rensa Filtration, Inc.

Who is Rensa Filtration?

Rensa Filtration is a family of companies dedicated to air filtration. By investing in innovation and the people who drive it, we manufacture, market, and distribute best-in-class solutions in the United States and Canada that keep environments safe and industries thriving.

What We Do

• We improve the environment - making indoor and outdoor environments cleaner by eliminating process contaminants through superior products and media.
• We drive innovation in air filtration – by investing in the people and companies that develop the solutions that today’s world demands – to bring those innovative products to market so that our customers can bring maximum value and safety to the facilities and businesses they serve.

What you will do:

We are seeking a detail-oriented and adaptable Service Operations Coordinator to join our growing team. In this role, support our service department as an office administrator. This is a hands-on position ideal for someone who thrives in a dynamic environment, enjoys variety in their workday, and is comfortable operating with autonomy in ambiguous situations. NetSuite experience is a plus, but a strong willingness to learn our systems and processes is equally valued.

This position will be full-time, reporting into the Office Manager with oversight from the General Manager.

Act as the operational backbone of the service department, working closely with the Service Manager:

• Collaborate with the Service Manager to build and maintain the service team schedule — coordinating technician assignments, job priorities, and capacity
• Create, track, and close service work orders from initiation through completion; ensure all required documentation is captured
• Handle all billing and invoicing for service work — generate invoices upon job completion and ensure accuracy against work orders and contracted rates
• Manage collections for service accounts — follow up on outstanding service invoices and maintain positive customer relationships
• Serve as the primary point of contact for service department administrative needs
• Coordinate communication between service technicians, the Service Manager, and customers regarding scheduling, status updates, and billing questions
• Maintain service records and work order history in the system
• Support continuous improvement of service department workflows and documentation

Competencies:

• 2+ years of accounts receivable, billing, or related finance experience
• Demonstrated experience making customer-facing collections calls
• Proficiency in Microsoft Office (Excel, Outlook)
• Strong attention to detail and accuracy in data entry and reconciliation
• Excellent verbal communication skills — confident on the phone
• Ability to manage multiple priorities and meet deadlines
• Experience working in a small to mid-size company environment

PREFERRED (NICE TO HAVE)

• Experience with NetSuite (ERP) — training provided for the right candidate
• Background in service industry or field service operations
• Exposure to work order management or service dispatch processes
• Experience supporting operations teams in a coordination or admin capacity
• Familiarity with month-end close processes

Working Conditions:

Office Environment: This position is primarily performed in a professional office environment with standard lighting, temperature, and noise levels. The role requires prolonged periods of sitting at a desk and working on a computer. The employee must be able to access and navigate office and production areas as needed. Occasional lifting of items weighing up to 20 pounds may be required, such as boxes, office supplies, or product samples. The position may also involve regular interaction with internal teams, vendors, and logistics personnel, requiring effective verbal and written communication skills. Standard business hours apply, with occasional flexibility based on operational needs.

Note: The above working conditions are subject to change based on company policies and the nature of specific projects or assignments. Any modifications or updates will be communicated in a timely manner.

EEO Statement:

We believe strongly in the value of diversity and creating supportive, inclusive environments where our colleagues can succeed. As such, Rensa Filtration is proud to be an Equal Opportunity Employer. We do not discriminate on the basis of race, color, ancestry, national origin, religion, or religious creed, mental or physical disability, medical condition, genetic information, sex (including pregnancy, childbirth, and related medical conditions), sexual orientation, gender identity, gender expression, age, marital status, military or veteran status, citizenship, or other protected characteristics under federal, state or local law.