Service Documentation & Billing Coordinator

Title:

Document Controller

Reports to:

Service Manager

Imagine working at the forefront of innovation in fluid-flow technology, with over 1,400 colleagues across the globe, and contributing to a legacy of excellence that spans eight manufacturing facilities on four continents. Armstrong Fluid Technology is more than just a leader in our industry; we are a community of the brightest and most creative minds, driven by a shared mission to engineer the future and safeguard our planet.

As part of our team, you'll be immersed in an environment that fosters growth, creativity, and collaboration. Here, you'll have the opportunity to push boundaries, tackle exciting challenges, and develop cutting-edge solutions that promote energy efficiency and reduce environmental impact. Every day offers the chance to make a meaningful contribution to a more sustainable future, driving innovations that help lower global carbon footprints.

Together, we’re creating a legacy that goes beyond business—one that’s changing the world for the better.

The Document Controller provides essential administrative and document-control support to the Service Department, helping customer orders, service jobs and project documentation progress accurately and on time. The role acts as a key coordination point between Service, Operations, Finance and other internal teams, maintaining reliable records, supporting timely billing and helping the department deliver a responsive, professional service to customers.

Key Accountabilities

Documentation:

• Compile and issue Fire Operations and Maintenance (O&M) manuals within four weeks of product delivery, ensuring each manual is complete, accurate and professionally presented.
• Gather drawings, certificates, technical data and other required records from the relevant teams, suppliers and systems.
• Check documentation against order and customer requirements, following up promptly on missing, incomplete or inconsistent information.
• Maintain organised electronic files, document status records and clear audit trails so that information can be retrieved easily.
• Apply appropriate document naming, version control and approval processes before information is released.

Billings/Order Book:

• Coordinate monthly billing activity for the Service Department, ensuring completed work is invoiced promptly and supported by the correct information.
• Review open orders and completed jobs, resolve billing queries and obtain any missing purchase orders, job details or supporting documents.
• Work with Finance and Service colleagues to address invoice holds, discrepancies and customer-specific billing requirements.
• Maintain accurate requested delivery dates and status information on the order book, highlighting overdue or at-risk items for action.
• Provide clear updates on billing and order-book progress, escalating blockers that could affect service or revenue timing.

Turnaround (Parts/Service):

• Coordinate with Service, Parts, Operations and other departments to support the targeted 24-hour turnaround of urgent spare-parts and service orders.
• Track progress, confirm hand-offs and communicate delays or information gaps to the appropriate colleagues.
• Help maintain clear, consistent departmental processes that minimise avoidable delays and improve visibility of urgent work.
• Respond to internal and customer-facing queries professionally, providing accurate updates or directing queries to the correct owner.

Administrative Duties:

• Create and maintain service jobs in the relevant systems, checking that customer, equipment, order and scheduling information is complete.
• Book jobs and support scheduling activity, ensuring records reflect agreed dates, priorities and status.
• Audit job files and supporting documentation for completeness and…