Operations & Administrative Assistant

Blejwas Associates, Inc.
Full-Time | Monday–Friday

Join a Growing Industry Leader

Blejwas Associates, Inc. is a leading HVAC-R, medical refrigeration, air filtration, and preventative maintenance service company serving healthcare, pharmaceutical, commercial, and industrial clients throughout New Jersey, New York, Pennsylvania, Connecticut, Maryland, and Virginia.

We are seeking a highly organized, professional, and customer-focused Administrative Coordinator to support our accounting, customer service, and daily office operations. This position serves as the first point of contact for customers, vendors, and visitors while providing critical administrative and accounting support to our operations team.

Position Summary

The Administrative Coordinator is responsible for managing front desk operations, supporting accounting functions, coordinating customer communications, and assisting with administrative tasks across multiple departments. The ideal candidate is organized, detail-oriented, professional, and capable of handling multiple priorities in a fast-paced service environment.

This role is essential to maintaining the smooth day-to-day operation of our office and supporting both our customers and field service teams.

Key Responsibilities

Front Desk & Office Administration

• Serve as the first point of contact for customers, vendors, and visitors
• Answer and direct incoming phone calls and emails professionally and efficiently
• Manage front desk operations and maintain a welcoming office environment
• Coordinate office supplies and administrative resources
• Maintain organized filing systems and company records
• Support management with administrative projects and reporting

Accounting Support

• Assist with accounts payable and accounts receivable activities
• Process vendor invoices and customer billing documentation
• Support invoice preparation and payment tracking
• Assist with collections and customer account follow-up
• Reconcile purchase orders, work orders, and invoices
• Maintain accurate financial and customer records
• Assist with expense reporting and data entry
• Support accounting staff with month-end and year-end administrative tasks

Customer Service & Operations Support

• Coordinate service calls and customer scheduling requests
• Assist with dispatching and technician scheduling
• Create and maintain service work orders
• Follow up with customers regarding service appointments and completed work
• Process service reports and customer documentation
• Maintain customer databases and service records
• Assist in tracking technician certifications, training records, and compliance requirements
• Work closely with operations, service, sales, and accounting teams to ensure excellent customer service

Qualifications

• 2 years of administrative, office management, accounting support, customer service, or dispatch experience preferred
• Experience with accounts payable, accounts receivable, invoicing, or bookkeeping support strongly preferred
• Excellent verbal and written communication skills
• Strong organizational and time-management abilities
• Ability to multitask and manage competing priorities
• Proficiency with Microsoft Office (Word, Excel, Outlook)
• Experience with QuickBooks or similar accounting software is a plus
• Experience in a service-based business is preferred
• Professional appearance and demeanor
• Strong attention to detail and accuracy

Preferred Experience

Experience in one or more of the following industries is highly desirable:

• HVAC
• Refrigeration
• Construction
• Facilities Management
• Healthcare Service Operations
• Mechanical Contracting
• Field Service Organizations

What We Offer

• Competitive salary based on experience
• Health benefits
• Paid vacation and holidays
• 401(k) opportunities
• Professional development and training
• Stable, family-oriented work environment
• Opportunity for growth within a rapidly expanding company

About Blejwas Associates

Blejwas Associates has built a reputation for delivering exceptional service to hospitals, pharmaceutical facilities, universities, commercial kitchens, and industrial clients throughout the Northeast. Our team is committed to professionalism, integrity, customer service, and technical excellence.

If you are an organized professional who enjoys customer interaction, office administration, and accounting support while being part of a growing team, we'd love to hear from you.

Please submit your resume and salary requirements for consideration.