What are the responsibilities and job description for the Operations Coordinator position at Toms Mechanical Inc?
Operations Coordinator
Company: Tom’s Mechanical, Inc.
Location: Arlington, TX (Office-Based)
Job Type: Full-Time
About Tom’s Mechanical, Inc.
At Tom’s Mechanical, Inc., we are a premier commercial & residential HVAC and residential plumbing company built on simple goals: we place our customers first while truly valuing our quality employees.. We know that exceptional customer service only happens when our internal teams are supported, respected, and given the tools to thrive. As we grow our next generation of internal leadership, we are looking for a highly organized, proactive, and trustworthy Operations Coordinator to work directly alongside our President and keep our most important projects moving forward.
Position Summary
The Operations Coordinator is a critical, high-leverage role designed to support our President and turn company vision into organized action. In this position, you will maintain absolute confidentiality while helping manage priorities, organize projects, track commitments, and ensure crucial initiatives do not get lost in the daily urgency of the business.
This is the perfect opportunity for a sharp, detailed professional with 6 months of experience to gain executive-level exposure to service operations, software implementation, leadership development, and strategic process improvement.
What We Offer You
- Competitive Pay
- Health & Wellness: Comprehensive Medical, Dental, and Vision insurance options
- Financial Security: Simple IRA retirement plan option
- Peace of Mind: Life Insurance coverage
- Culture: A workplace that actively celebrates, respects, and invests in its customers and employees
- Growth: Direct mentorship from company leadership and a clear pathway to learn executive business operations
Primary Responsibilities
Executive & Operations Support
- Calendar & Priorities: Manage the President’s schedule, meeting preparation, and daily task tracking.
- Information Filtering: Organize and prepare data before decisions are needed to keep leadership focused on high-value work.
- Meeting Rhythms: Assist with coordinating quarterly goals, scorecards, renewals, and leadership events.
- Discretion: Maintain strict confidentiality regarding all employees, financial, and leadership data.
Project Coordination & Follow-Through
- Initiative Tracking: Maintain project timelines, checklists, and status updates for company-wide goals.
- Cross-Functional Support: Keep internal leaders, external vendors, insurance brokers, and consultants moving toward project deadlines.
- Accountability: Maintain a running list of meeting commitments and politely but persistently follow up with appropriate stakeholders.
- Early Intervention: Bring unresolved issues back to the President before they become urgent problems.
Communication & Documentation
- Content Creation: Draft meeting recaps, internal announcements, policy updates, and standard operating procedures (SOPs).
- Idea Translation: Convert verbal instructions and rough brainstorming sessions into clean, structured plans.
- File Management: Maintain organized digital files, templates, and shared project drives.
What Success Looks Like
- After 90 Days: Tom's President has complete clarity on active projects, upcoming deadlines, and open commitments.
- After 6 Months: Meetings produce sharper action items, projects move faster, and fewer details fall through the cracks.
- After 12 Months: You have become a highly trusted extension of Tom's President, helping Tom's Mechanical operate with less chaos and seamless communication.
The Ideal Candidate
Required Qualifications & Skills
- Experience: Some professional experience in an administrative, project support, or coordinator role.
- Communication: Excellent written, verbal, and professional communication skills.
- Tech-Savvy: Strong proficiency in Microsoft Office, Google Workspace, shared digital drives, and task management tools.
- Mindset: A proactive, steady, and resilient attitude with a natural instinct to organize messy data.
- Industry Readiness: No HVAC or plumbing experience required, but you must be eager to learn about our business and respect the fast pace of commercial service.
Preferred Experience
- Past experience supporting a business president(s), general manager(s), or senior executive(s).
- Exposure to fast-paced operations environments (e.g., construction, HVAC, plumbing, logistics, or facilities).
- Experience utilizing CRM databases, field service software, or project management tools.
- ServiceTitan is a HUGE Plus!
Work Style
This role requires comfort with both clear structure and ambiguity. You will not always receive perfect, step-by-step instructions. The right person for this position listens intently, asks clarifying questions, creates a draft, and takes the initiative to build order where none exists yet.
To Apply
If you are a detail-driven professional who loves helping teams execute and thrive in a dynamic environment, we want to hear from you.
Submit your resume along with a brief explanation of why you excel at keeping projects organized on this ad and if desired let us know you are interested by forwarding your cover letter to HR@TomsMechanical.com. Use "Operations Coordinator – [Your Name]" as your email subject line.