Operations Administrative Coordinator

We are a growing commercial and industrial contractor based in Napoleon, Ohio. We are seeking a tech-savvy, detail-oriented Operations Administrative Coordinator to serve as the backbone of our office operations. This is not a traditional administrative assistant role—it requires someone who can independently manage proposals, invoicing, service management software, and operational documentation in a fast-paced, fully paperless and digital work environment.

The ideal candidate is a forward-thinking professional who embraces new technology and is energized—not intimidated—by rapidly evolving digital tools, workflow automation, and modern business systems. Our company operates at a higher technical level than most in our industry, and we are continuously adopting new platforms and processes to stay ahead. You will work directly with the Owner and Operations Manager, supporting project coordination, customer communication, and financial documentation for commercial clients including major national accounts.

This is an in-office position at our Napoleon, Ohio location. This role is not remote or hybrid.

Key ResponsibilitiesProposals & Project Documentation

• Prepare, format, and submit commercial service proposals and project bids for major accounts including national retail clients.
• Compile supporting documentation, specifications, and pricing for proposal packages.
• Track proposal status, follow up on submissions, and maintain organized digital records.

Invoicing & Financial Administration

• Generate and submit invoices for completed service work and project milestones.
• Manage invoice approval workflows with commercial and national account clients.
• Process accounts payable and accounts receivable documentation with accuracy.
• Reconcile financial documents and assist with collections follow-up as needed.

Service Management Software & Operations

• Operate and maintain records in our cloud-based service management platform (BuildOps)—training will be provided.
• Enter and manage work orders, service tickets, and technician assignments.
• Maintain accurate equipment records, site information, and service history.
• Assist with inventory tracking and parts ordering for service operations.
• Adapt quickly to new software tools, digital workflows, and process improvements as the company continues to modernize and automate operations.

Communication & Office Support

• Handle select customer-facing phone calls and emails professionally and promptly.
• Coordinate scheduling between field technicians, management, and customers.
• Prepare reports, meeting notes, and operational documentation as needed.
• Receive deliveries and support day-to-day office operations, including greeting occasional visitors.
• Serve as the primary office presence when management is in the field.

What We’re Looking ForRequired

• Strong computer proficiency—you must be highly comfortable navigating multiple software platforms, cloud-based tools, and digital workflows. Our entire operation is paperless, and we continuously adopt new technology. If you’re the type of person who enjoys learning new systems and figuring out how technology can make work easier, you’ll thrive here.
• 2 years of experience in office administration, operations coordination, IT support, or a similar role that required strong technical and organizational skills.
• Proven ability to manage proposals, invoicing, or financial documentation independently.
• Comfort with change—we move fast, adopt new tools regularly, and expect team members to keep pace with evolving technology and automated workflows.
• Excellent organizational skills with strong attention to detail and follow-through.
• Professional verbal and written communication skills.
• Ability to work independently, prioritize competing tasks, and meet deadlines without constant supervision.
• Must be able to work on-site daily at our Napoleon, Ohio office.
• High school diploma required; Associate’s degree or technical/business coursework preferred.

Preferred

• Experience in the mechanical, or commercial construction industry.
• Background in IT, technical support, or systems administration—candidates with technology-focused experience who are looking for a new direction are encouraged to apply.
• Familiarity with service management software (BuildOps, ServiceTitan, or similar)—we will train the right candidate.
• Experience with Google Workspace (Gmail, Drive, Sheets, Docs) and cloud-based business tools.
• Background in accounts payable/receivable processing or bookkeeping.
• Experience preparing commercial bids, proposals, or working with national account portals.
• Experience with workflow automation platforms or digital process improvement.

What We Offer

• Competitive pay: $22–$28/hour based on experience and qualifications.
• Benefits package including health insurance.
• Stable, full-time position with a growing company that has maintained 30% year-over-year growth.
• Modern, technology-driven work environment—no outdated systems, no paper filing, and a leadership team that invests in the tools to do the job right.
• A company that embraces technology and innovation—you’ll work with modern systems and be encouraged to find better, faster ways to get things done.
• Direct mentorship from company leadership with opportunity for professional growth.
• Supportive team culture in a company that values initiative, adaptability, and reliability.

Pay: $22.00 - $28.00 per hour

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $22 - $28