Service Coordinator in Brea, California at Air Treatment Corporation

Job Summary:

The Service Coordinator provides administrative, logistical, and communication support for the Data Center Service team. This entry-level role assists with day-to-day coordination, technician support, onboarding preparation, shared mailbox triage, documentation, receipt processing, and operational tracking. This position requires strong attention to detail, professional communication, basic Microsoft Office skills, and a willingness to learn new systems, tools, and processes. The Service Coordinator helps ensure that technician activities, documentation, and internal workflows are completed accurately and on time.

Duties/Responsibilities:

Administrative and Team Coordination

• Assist with day-to-day coordination for Data Center Service activities.
• Support scheduling and preparation for technician onboarding, including booking rooms, scheduling meetings, arranging lunches, and preparing required materials.
• Help coordinate internal meetings, training sessions, and team activities.
• Maintain organized records, trackers, and documentation as directed.
• Support the Operations team with administrative tasks related to technician deployment and service activities.
• Shared Mailbox Triage and Communication Support
• Monitor and triage the shared Mission Critical mailbox.
• Identify incoming emails that require action, follow-up, or escalation.
• Route messages to the appropriate internal team members.
• Help maintain clear and organized communication records.
• Use professional written communication when responding to or forwarding emails.
• Escalate urgent, unclear, or customer-impacting items to the appropriate supervisor or team member.

Technician Scorecard and Compliance Tracking

• Update technician scorecard or tracking sheets as assigned.
• Track whether technicians have completed required check-ins and check-outs.
• Track whether required Job Safety Analyses, daily reports, receipts, or other documents have been submitted.
• Identify missing or incomplete items and notify the appropriate team member.
• Support consistency and accuracy in operational tracking.

Receipt and FieldPoint Support

• Review receipts submitted by technicians for completeness and legibility.
• Attach receipts and related documentation to the appropriate FieldPoint records.
• Help ensure expenses and supporting documents are entered in a timely and organized manner.
• Notify the appropriate person when receipts are missing, unclear, duplicated, or incomplete.
• Support invoice, expense, and work order documentation processes as directed.

Tool, Material, and Onboarding Support

• Assist with coordinating tool purchases and related documentation.
• Help track requested tools, issued tools, and purchase status.
• Support preparation of onboarding items for new technicians, including supplies, rooms, schedules, and communication.
• Coordinate with internal team members to help ensure new hires are prepared for orientation, training, and field deployment.

Systems and Process Support

• Use Microsoft Outlook, Microsoft Teams, Word, and Excel to support daily work.
• Learn and use company systems such as FieldPoint, Airtable, shared trackers, and other operational tools.
• Follow established procedures and ask questions when instructions are unclear.
• Assist with improving organization, consistency, and accuracy in administrative processes.
• Maintain confidentiality and professionalism when handling employee, customer, and project information.

Required Skills/Abilities:

• High school diploma or equivalent required; Associate degree preferred
• Entry-level administrative, customer service, or office support experience
• Proficiency with Microsoft Office, including Outlook, Teams, Word, and Excel
• Strong organizational skills with attention to detail and accuracy
• Professional written and verbal communication skills
• Ability to manage multiple tasks, deadlines, and follow through reliably
• Willingness to learn new systems, tools, and processes
• Team-oriented mindset with the ability to work in a fast-paced environment and escalate issues appropriately

Preferred Skills:

• Up to three years of experience in project coordination.
• Experience in HVAC, construction, service, dispatch, logistics, or field service support.
• Experience using work order, service management, or expense documentation systems.
• Basic Excel experience, including sorting, filtering, entering data, and working with shared tracking sheets.
• Experience supporting field technicians, service teams, or operations teams.

Physical Requirements:

• Sitting or working at a computer for extended periods.
• Using standard office equipment.
• Communicating by phone, email, Microsoft Teams, and other company systems.
• Handling multiple administrative tasks throughout the day.
• Computer Work: Fine Motor Skills/Repetitive Motion: Significant typing, mouse usage, with repetitive wrist, hand, and finger movements.
• Occasionally, preparing rooms, materials, supplies, or onboarding items.
• Lifting, carrying, or moving office supplies, onboarding materials, small tools, or equipment weighing up to 25 pounds.