Business Process & AI Coordinator

Position Summary

The Business Process & AI Coordinator is responsible for leveraging artificial intelligence, technology, and administrative best practices to improve operational efficiency across the organization. This position supports executive leadership, accounting, dispatch, customer service, billing, and service operations by utilizing AI tools to automate processes, validate information, manage documentation, and improve workflow accuracy.

The ideal candidate is highly organized, technology-driven, detail-oriented, and capable of handling confidential information while identifying opportunities to streamline administrative and operational processes.

Essential Duties and Responsibilities

AI & Process Improvement

• Utilize AI tools to improve administrative, accounting, customer service, dispatch, and operational workflows.


• Develop, test, and maintain AI prompts, templates, and automated workflows.


• Identify opportunities to reduce manual data entry and repetitive administrative tasks.


• Research and recommend technology solutions to improve company efficiency.


• Create standard operating procedures and documentation for AI-assisted processes.


• Train employees on approved AI tools and process improvements.

Billing & Invoice Administration

• Review service tickets and invoices for accuracy and completeness.


• Utilize AI and other technologies to identify billing discrepancies, missing information, and potential errors.


• Assist with customer invoicing and billing support.


• Verify labor, materials, purchase orders, and supporting documentation prior to invoicing.


• Monitor billing workflow to ensure timely processing.

Purchase Order & Document Management

• Process customer purchase orders and ensure proper documentation is maintained.


• Scan, index, upload, and organize electronic records within company systems.


• Manage confidential company documents and records in accordance with company policies.


• Maintain digital filing systems and document retention standards.


• Assist with contract, vendor, and customer document administration.

Executive & Administrative Support

• Provide administrative support to executive leadership and department managers.


• Prepare reports, presentations, and operational analyses.


• Assist with special projects and process improvement initiatives.

Dispatch & Customer Service Support

• Provide backup support to dispatch and customer care functions as needed.


• Assist with work order review and service documentation.


• Support communication between customers, technicians, and administrative staff.


• Monitor workflow queues to ensure timely completion of administrative tasks.

Data Quality & Compliance

• Verify data accuracy across multiple business systems.


• Assist with internal audits and process compliance reviews.


• Ensure confidential information is handled securely and appropriately.


• Maintain compliance with company policies regarding data security and record retention.

Qualifications

• Associate’s degree preferred; equivalent experience considered.


• Experience in administration, accounting, billing, dispatch, operations, or business support roles.


• Strong proficiency with AI tools such as ChatGPT, Claude, or similar technologies.


• Experience with document management systems and business software.


• Advanced Microsoft Office skills, particularly Excel.


• Exceptional attention to detail and organizational skills.


• Ability to manage confidential and sensitive information.


• Strong analytical and problem-solving abilities.


• Excellent written and verbal communication skills.

Preferred Experience

• HVAC, refrigeration, construction, or service industry experience.


• Experience with service management software such as Sawin or similar platforms.


• Experience with accounting systems, purchase order management, and invoicing processes.


• Process improvement, automation, or workflow optimization experience.

Excell Benefits:

• PTO (paid time off) / 6 paid holidays


• Competitive pay


• Group health insurance, dental, vision, short-term disability, and life insurance


• Supplemental fringe benefits, critical illness, cancer, accident/injury, wellness, disability, life insurance, and gap plan available


• 401(k) retirement program with company matching dollar for dollar up to 3% of salary