Operations Specialist in Brea, California at Air Treatment Corporation

Air Treatment Corporation is a dynamic, collaborative work environment. We understand the expectations of high–quality customer service, therefore we actively search and promote a cohesive team that is formulated to exceed expectations. We are devoted to the growth of our employees and look to provide opportunities for advancement from within, while providing a robust benefit package to our team members.

Title: Operations Specialist

Salary: Non-Exempt – Paid Weekly

Hiring Manager: Amy Baugh, Service Business Manager

Location: Brea, CA (On-Site)

Estimated Pay Range: Min: $60K - Max: $80K Annually

Job Summary:

The Operations Specialist serves as the central coordinator for the Service Division, managing service work tickets from intake through invoicing and acting as the primary link between customers and the service team. This role supports daily operations by coordinating technician resources, communicating with customers, managing smaller projects, and helping ensure work progresses efficiently.

Supervisory Responsibilities:

• None.

Duties/Responsibilities:

•Own the end-to-end lifecycle of service work tickets in the field service management system (Fieldpoint):

•Intake & setup: Receive new job information from the Service Managers and create the corresponding job/project ticket in Fieldpoint promptly and accurately.

•Documentation: Attach all relevant documentation to the ticket, including quotes, jobsite documents, schematics, access information, correspondence, and start-up reports.

•Materials & rentals: Add required materials and equipment rentals to the work order.

•Purchasing: Issue purchase orders needed by the technicians, coordinating with the office as a backup resource when necessary.

•Travel coordination: Arrange technician travel, keeping travel costs within reasonable budget expectations.

•Job tracking & close-out: Understand each job well enough to recognize when it is complete, then prepare it for hand-off to the team for invoicing — without needing to involve the Service Managers.

•Act as the point of contact and communication for Service Engineers, Independent Service Engineers, and outside customers, handling concerns and emergencies as they arise.

•Make confirmation calls to clients to verify the correct contact person and job site ahead of scheduled work.

•Coordinate with the contracts and accounting team on contract issues and follow-up, providing status updates to the Service Managers as needed.

•Relay field updates to customers and customer needs back to the field, keeping both sides aligned throughout the job.

•Track project scope, timeline, and key milestones from kickoff through completion.

•Coordinate the people, materials, and documentation needed to keep each project on schedule.

•Proactively flag risks, delays, or scope changes and communicate them to the appropriate stakeholders.

•Maintain organized project records so status is clear at any point and hand-off to invoicing is seamless.

•Partner with the team on day-to-day operational tasks and help keep workflows running smoothly.

•To ensure continuity and redundancy across the division, the Operations Specialist will be cross trained on the following functions and serve as backup support (with the potential to take ownership over time): invoicing, expenses, work order reports, prevailing wage, appointments, monthly reports

Education and Experience:

•Prior experience in service coordination, dispatch, operations, project coordination, or administrative support — ideally within HVAC, construction, field services, or a related industry.

•Comfortable working in field service management or ERP software (experience with Fieldpoint is a plus) and proficient with email, spreadsheets, and standard office tools.

•Strong verbal and written communication skills, with the confidence to be the customer-facing voice of the service team.

•Highly organized and detail-oriented, able to manage multiple tickets and projects simultaneously without letting details slip.

•Calm and resourceful when handling customer concerns, scheduling conflicts, or emergencies.

•Collaborative and dependable, comfortable being a central support point for both the field and the office.

•Excellent verbal and written communication skills with the ability to interact professionally with customers, vendors, and internal teams.

•Strong analytical, problem-solving, and attention-to-detail skills.

•Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

•Knowledge of work order management, purchasing, invoicing, project coordination, and service operations processes is preferred.

•Familiarity with prevailing wage administration, project cost tracking, and project documentation management is a plus.

•Ability to work independently while collaborating effectively with cross-functional teams.

•Minimum 2-3 years of experience in project coordination or a related field (construction, engineering).

•High school diploma or equivalent required.

Physical Requirements:

•Ability to sit or stand for extended periods.

•Frequent use of computers, phones and office equipment

•Ability to lift and carry up to 25 pounds occasionally.

•Ability to communicate effectively in person, by phone, and electronically.

At Air Treatment Corporation, we are committed to growth, innovation, and excellence. As leading experts in HVAC & R solutions, we recognize that the success of our team drives the success of our company. This is echoed in our commitment to a workplace built on fairness, professionalism, and opportunity, ensuring that every team member is valued. Join our team and contribute your unique skills and perspectives to help us continue delivering industry-leading solutions.