Business Operations Coordinator

Overview

Manage service order closeouts, invoicing, expenses, and SAP data for STULZ product support.

Key Responsibilities

• invoice processing
• expense reconciliation
• timesheet entry
• order closeout
• warranty certification
• sap qa

Tasks

Manages closeouts of Service Orders for Startup, Billable, Break/Fix, Warranty, and Preventative Maintenance activities for STULZ Product Support. Timesheet and payroll management, processing of Purchase Orders, invoices and credit cards for services. -Proactively interface with techs regarding expense reports and payroll -Process credit card approvals/payments for billing of service orders -Process STULZ Purchase Orders and PSN (Product Support Network contractors) invoices to be sent to accounting -Invoice service orders, quotes, and sales orders for services provided by STULZ. -Reconciliation of Field Technician’s expense reports and ensuring the expense report items are being charged to the correct service order(s) -Initiates and maintains customer warranties and provides warranty certification to the end-user upon request -Sort and distribute incoming mail for invoices, service tickets, etc. -Enter and verify the Field Technician’s time and ensure that the time is going against the correct service order -Start-up or preventative maintenance checklist(s) -Interface with the PSNs on billing errors and/or disputes -Handle and resolve customer complaints/inquiries via email or phone in a timely and accurate manner -Reviews Service Tickets, invoices, and checklists for accuracy and discrepancies. -Responsible for verifying that all required documentation and information is complete once the Service Coordinator marks it as complete, and ensures the information is accurate in SAP for QA closeout. -Provide payment status on statements and past-due inquiries received from the PSN. -Submit commission report to accounting for aftersales services -Document work process for area of responsibility. -Works with the Business Process Administrator to identify process efficiencies and compliance. -Provides support to the Service Coordinators -Maintain an understanding of the company’s product lines -Assist in tracking incomplete and missing documentation from Service Contractors (PSN) and Technician and ensures all required documentation is received prior to approving invoices and completing the service order -Pre start-up request checklist

Requirements

• sap
• office
• high school
• 3-5 years
• customer service
• calmness

What You Bring

The Field Service Coordinator must be committed to service excellence and demonstrate a Customer-first attitude at all times, possess excellent verbal and written communication skills; must be punctual; self-motivated; have the ability to work without direct supervision, and must display professionalism, patience/empathy in time-sensitive situations -Calmness under pressure -3-5 years in Customer Service or equivalent customer service -Ability to learn and become highly effective in SAP (ERP system) -Sound practical judgment of priorities -SAP experience preferred, but not required\ -Strong work ethic, trainable, coachable, flexible, and a visionary -High School Diploma -Good decision-making and communication skills -Ability to work independently and as a team member -Proficient in Microsoft Office software -Attention to detail is a must

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Benefits

Service Order Closeout -Service tickets/field reports

About Stulz Usa

-Rooted in innovation, the US arm carries forward a legacy of precision climate control. -Locally engineered and built in Maryland, Tennessee, and Texas, projects range from single‑rack IT rooms to hyperscale data centres. -Specialisms include industrial machinery cooling, commercial HVAC systems, and mission‑critical data‑center environments. -US facilities prioritize responsiveness, custom design, and rapid delivery.

Sector Specialisms