Operations Administrative Coordinator

Beamont • Napoleon, OH • 1d ago

Full job description {#full-job-description tabindex="-1"}

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-throug

Beamont

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