Operations Support Coordinator

Job Summary

The Operations Support Coordinator is responsible for supporting the company’s invoicing, customer reporting, state transportation reporting, routing support needs, and related operational software systems. This role works closely with the Director of Operations, accounting staff, terminal managers, and school district customers to ensure accurate billing, compliance with customer contracts, and timely reporting across the Krise Transportation operating territory.

The Operations Support Coordinator supports multiple locations and stakeholders and must maintain strong organization, a high attention to detail, and a customer-service mindset. This position requires ongoing problem-solving, process improvement, and the ability to work independently while also coordinating cross-functionally with internal teams and external district partners.

The Operations Support Coordinator regularly handles sensitive company and customer information and must maintain a high level of confidentiality, accuracy, and professionalism.

Specific Job Duties include the following:

Customer Invoicing & Billing Support

• Manage the audit, tracking, and completion of customer invoicing processes to ensure accuracy and compliance with district contracts and internal billing standards.

• Train and support terminal staff on proper invoicing protocols and documentation expectations to promote consistency and reduce invoicing errors.

• Liaise with the accounting department to ensure accurate and timely recording of monthly customer invoices, payments, adjustments, and corrections.

• Support accounting and operations teams with invoice-related issue resolution including customer questions, billing discrepancies, and documentation requests.

• Support accounting efforts related to the collection of customer payments, when needed.

Year-End Reconciliation & Account Review

• Coordinate year-end reconciliation of customer accounts and ensure appropriate accounting treatment of invoicing adjustments.

• Maintain supporting documentation and records to support customer reconciliation, audits, and contract compliance requirements.

Fuel Ordering, Tracking & Customer Billing

• Coordinate monthly ordering, tracking, and invoicing of fuel purchases and customer fuel consumption, as applicable.

• Maintain accurate fuel records and support cost tracking, allocation, and reporting needs related to customer billing.

State / District Reporting & Transportation Data Collection

• Assist school district customers with the completion and filing of annual PDE school transportation reporting requirements.

• Assist managers and school districts with the collection of monthly and annual transportation data as needed (ridership, route data, service days, billing metrics, etc.).

• Maintain organized and accurate reporting support files to ensure timely submissions and reduce reporting risk.

Routing Support & Systems Coordination

• Provide operational and system support related to routing, invoicing-dependent systems, and other tools that impact billing and customer reporting.

• Identify recurring gaps and user challenges within systems and processes and recommend improvements to drive better efficiency and accuracy.

Process Improvement & Operational Efficiency

• Perform ongoing analysis of invoicing-dependent systems and operational workflows to identify opportunities for consolidation, efficiency improvements, and standardization.

• Support continuous improvement efforts by documenting processes, improving data tracking methods, and promoting best practices across locations.

Recordkeeping & Confidentiality

• Maintain accurate and timely company and customer records, ensuring proper organization and retention of key documentation.

• Maintain a high level of confidentiality in all company and customer matters, including invoicing, contracts, billing disputes, and customer data.

Other Duties

• Perform other duties as assigned by management in support of operational priorities, reporting needs, and customer satisfaction.

QUALIFICATIONS

• High school diploma or equivalent required.

• Relevant computer experience through a technical school, post-secondary institution, or prior role required.

• One (1) or more years of transportation industry–related experience and/or training, or an equivalent combination of education and experience preferred.

• Experience in invoicing, billing support, reporting coordination, or administrative operations strongly preferred.

KNOWLEDGE AND SKILLS

• Strong written and verbal communication skills with a customer-service focus.

• Strong attention to detail and accuracy, particularly related to billing and reporting.

• Demonstrated proficiency with computers and electronic data processing systems, including Microsoft Office.

• Demonstrated proficiency with Microsoft Excel (data tracking, reporting, reconciliations).

• Ability to identify problems, analyze information, and implement effective solutions.

• Ability to prioritize work, manage schedules, and meet deadlines across multiple locations and customer needs.

• Ability to work effectively in a team environment while also being self-motivated and accountable.

• Ability to adapt to change, manage competing demands, and respond effectively to frequent changes, delays, or unexpected events.

• Working knowledge of applicable federal and state regulations preferred.

LOCATION & WORKING CONDITIONS

This is a hybrid position that includes a combination of on-site and remote work. The Operations Support Coordinator must be located within a commutable distance to a Krise Transportation terminals, as periodic on-site presence is may be required to support invoicing, reporting, operational coordination, and stakeholder needs.

Working conditions are normally indoors in an office/operations support environment. This role may require periodic travel to terminals, meetings, or district locations as needed to support invoicing, reporting, or operational coordination requirements.

This position may require flexibility to meet invoicing, customer reporting, and operational deadlines.