Operations Specialist

Job Summary

The Operations Specialist provides administrative and operational support to Field Service Operations by coordinating documentation reviews, supporting invoicing processes, maintaining technician training and qualification records, updating business systems, and assisting with service administration activities. This role serves as a key resource for ensuring data accuracy, compliance, documentation completeness, technician readiness, and efficient execution of administrative processes that support field service operations.

Responsibilities:

• Review Authorized Service Provider (ASP) documentation for completeness, accuracy, and compliance with company requirements.


• Support ASP invoicing processes by validating documentation, preparing invoice support packages, tracking invoice status, and coordinating with internal stakeholders.


• Maintain technician training records and qualification data within Oracle, Salesforce, learning management systems, and other business platforms.


• Track technician certifications, licenses, safety training requirements, and qualification expirations.


• Coordinate technician enrollment in internal and external training programs.


• Monitor training completion requirements and provide status updates to service leadership.


• Update technician skills and training records.


• Create, maintain, and audit service operations records, reports, spreadsheets, and administrative documentation.


• Assist service operations management with reporting, data collection, process tracking, and operational metrics.


• Support customer portal updates, document submissions, and service administration activities.


• Maintain service operations files and documentation in accordance with company retention and compliance requirements.


• Assist with policy updates, process documentation, standard operating procedures, and continuous improvement initiatives.

Travel:

Skills and Experience Required:

• 0–2 years of experience in administrative support, operations support, service administration, training coordination, invoicing support, or related business functions.


• Experience supporting field service, technical service, industrial equipment, electrical services, data centers, construction services, or related industries preferred.


• Experience working with ERP, CRM, learning management systems, document management systems, or business software platforms preferred.


• Experience with Oracle, Salesforce, Microsoft Office applications, and reporting tools preferred.


• Administrative coordination and organization.


• Documentation review and quality control.


• Invoice support and record management.


• Training coordination and qualification tracking.


• Data entry accuracy and database maintenance.


• Strong attention to detail.


• Customer service and internal stakeholder communication.


• Reporting and spreadsheet management.


• Process documentation and compliance support.


• Microsoft Office Suite proficiency.


• Oracle and Salesforce system administration experience preferred.


• Time management and multitasking capabilities.

Education and Certifications:

• Bachelor's degree preferred.


• Associate degree in business administration, operations, accounting, management, or a related


• field preferred.

Core Competencies:

• Attention to Detail


• Customer Focus


• Accountability


• Planning and Organizing


• Communication


• Data Accuracy


• Teamwork


• Follow-Through


• Problem Solving


• Adaptability


• Documentation Management


• Service Excellence