Automation Operations Coordinator
Automation Operations Coordinator
Posted on :
12-07-2025
Employer Active
1 Vacancy
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Job Description
Key Responsibilities
Invoicing and Financial Support
- Generate and process accurate timely invoices for automation projects and services.
- Track accounts receivable aging and assist in collection efforts.
- Reconcile billing and payment data in coordination with finance.
- Maintain organized invoicing records and prepare periodic financial summaries.
- Support audits and financial reviews through document preparation and response.
Bid and Project Support
- Draft and finalize professional bid quotes with accurate cost figures.
- Maintain updated bid tracking in both RFP systems and the 449-bid tracker.
- Support estimation reviews and ensure quote accuracy.
- Conduct pre-billing reviews to confirm project details and documentation.
- Maintain and update project status reports and descriptions.
Customer and Work Order Communication
- Reach out to customers for missing information (e.g. job numbers POs site details).
- Identify and escalate discrepancies in work orders to minimize billing issues.
Administrative and Operational Coordination
- Track technician truck and equipment assignments for billing and accountability.
- Make minor documentation updates (e.g. correcting job numbers or dates).
- Support scheduling travel expense tracking meeting prep and event coordination.
- Support procurement needs for office supplies and tooling as needed.
Onboarding and HR Support
- Assist with new employee onboarding by preparing paperwork and distributing equipment.
- Maintain records for issued items and coordinate onboarding tasks with HR.
- Provide support for offboarding activities as directed.
Cross-Functional and Segment Support
- Coordinate with other departments to gather work order closeout information.
- Act as a backup for other positions (e.g. Casey Carmita).
- Provide daily operational and administrative support to the Business Operations Specialist and Permian Automation Manager serving as a key resource for the Automation team.
Qualifications
- Bachelors degree in Business Finance or related field (or equivalent experience).
- 2 years in operations billing or administrative support roles.
- Strong organizational skills with the ability to manage multiple priorities.
- Excellent verbal and written communication.
- Proficiency in Microsoft Office; ERP/IFS software experience preferred.
- High attention to detail data accuracy and confidentiality.
- Self-starter who works well independently and cross-functionally.
- Flexible with work hours when needed.
#INDSPN
Required Experience:
IC
Employment Type
Full-Time
Department / Functional Area
Key Skills
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