Yearout Mechanical, a Legence company
Yearout Mechanical (https://yearout.com/) is a New Mexico based company specializing in the installation of mechanical and process systems for the commercial, government, manufacturing and industrial communities of New Mexico and Texas. Since our incorporation in August of 1964, Yearout Mechanical has consistently grown and expanded its capabilities, reaching its present position as the premier mechanical contractor in New Mexico. Our mission is to be invaluable to our partners (clients, vendors, industry, and employees) so they cannot imagine success without us, by providing comfortable, reliable and efficient mechanical systems that meet our partners' needs.
Job Summary
The Administrative Coordinator provides operational and administrative support focused on tracking, monitoring, and coordinating key business processes. This role supports compliance, contracts, travel, office operations, and internal organization by maintaining accurate records, monitoring deadlines, and routing items to the appropriate stakeholders - ensuring nothing falls through the cracks.
This position works under the Business Operations Coordinator and serves as a central point of organization and follow through.
Primary Responsibilities
Administrative Operations Support
Maintain and update tracking spreadsheets for company memberships, sponsorships, licenses, and similar operational items.
Monitor renewal timelines and send reminders to ensure timely renewals.
Organize and maintain supporting documentation for memberships, licenses, and certifications.
Assist in maintaining organized digital files within SharePoint and company document systems.
Contract & Licensing Coordination
Monitor designated email inboxes related to contracts and licensing.
Assist with intake and tracking of new contracts entering the workflow process.
Organize and maintain documentation related to contracts and licensing.
Maintain updated forms and templates used in contract and licensing processes.
Bid & Deadline Coordination
Monitor upcoming bid opportunities and submission deadlines.
Calendar bid deadlines and reminders to ensure leadership has adequate preparation time.
Assist with organizing required documentation for prequalification submissions.
Marketing & Project Information Support
Collect project photos submitted by field teams.
Gather basic project information and submit organized materials to the Marketing team for potential social media or marketing use.
Assist with maintaining organized records of project marketing materials.
Event & Travel Coordination
Assist with coordinating logistics for company events.
Send event reminder communications as directed.
Assist with travel booking and coordination when needed.
Swag Inventory & Distribution
Manage organization and inventory of the company swag closet.
Track swag items issued for employee use and company events.
Maintain inventory records and notify leadership when items need to be reordered.
Document & Template Management
Maintain updated versions of company letterhead, templates, and internal forms.
Assist in ensuring that standardized documents are properly stored and accessible in SharePoint.
Support updates to forms and templates as needed.
Additional Support
Provide administrative support for operational initiatives and projects as assigned.
Assist leadership with improving organization and efficiency of internal processes.
Education
High school diploma or equivalent required
Experience
2+ years of administrative or office support experience preferred
Experience supporting operations, project coordination, or office management is a plus
Experience working with document management systems or shared drives preferred
Technical Skills
Proficiency with Microsoft Office Suite (Outlook, Excel, Word, Teams)
Experience working with shared file systems such as SharePoint or similar platforms
Ability to maintain spreadsheets and track information accurately
Experience coordinating schedules, documents, and deadlines
Organizational & Administrative Skills
Strong organizational and time management skills
Ability to manage multiple tasks and track deadlines
Attention to detail with document organization and data tracking
Ability to prioritize tasks and follow through on assignments
Communication Skills
Strong written and verbal communication skills
Ability to communicate professionally with employees, vendors, and partners
Ability to gather information from multiple teams and organize it clearly
Personal Attributes
Highly organized and detail oriented
Self-motivated and proactive
Ability to work independently and take initiative
Comfortable working in a fast-paced environment
Team-oriented with a positive attitude
Travel Requirements
None
Pre-Screening Requirements
Valid driver's license and a driving record that meets company standards.
Successfully pass a background check, drug screening, and employment verification.
There is no sponsorship available for this position.
LI-ST1 #LI-Onsite
About Legence
Legence (https://www.wearelegence.com/) (Nasdaq: LGN) is a leading provider of engineering, consulting, installation, and maintenance services for mission-critical systems in buildings. The company specializes in designing, fabricating, and installing complex HVAC, process piping, and other mechanical, electrical, and plumbing (MEP) systems-enhancing energy efficiency, reliability, and sustainability in new and existing facilities. Legence also delivers long-term performance through strategic upgrades and holistic solutions. Serving some of the world's most technically demanding sectors, Legence counts over 60% of the Nasdaq-100 Index among its clients.
Benefits Overview
Health & Welfare: Company Paid medical, dental, vision, prescription drug, accident & sickness benefit, basic group life and AD&D, and Employee Assistance Program
Time Off Benefits: Paid vacation, company-paid holidays, and paid sick leave
Financial Benefits: 401(k) retirement savings plan
Reasonable Accommodations
If you need assistance or accommodations during the application or interview process, please contact us at ta@wearelegence.com or your dedicated recruiter with the job title and requisition number.
Employment Eligibility
Candidates must have current work authorization in the U.S.; visa sponsorship is not available for this position.
Third-Party Recruiting Disclaimer
Legence and its affiliates do not accept unsolicited resumes from agencies; any such submissions without a prior signed agreement authorized by Legence Holdings LLC's CHRO or Director of Talent Acquisition will not incur fees and are considered property of Legence.
Pay Disclosure & Considerations
Where pay ranges are indicated, please note that a successful candidate's exact pay will be determined based relevant job-related factors, including any of the following: candidate's experience, skills, and qualifications, as well as geographic and market considerations. We are committed to ensuring fair and competitive compensation for all employees and comply with all applicable salary transparency laws.
Equal Employment Opportunity Employer
Legence and its affiliate companies are proud to be an equal opportunity workplace. We are committed to equal employment opportunity regardless of race, color, religion, sex (including pregnancy, gender identity, and sexual orientation), marital or familial status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, other non-merit-based factors, and any other characteristic protected under applicable local, state or federal laws and regulations.
EEO is the Law
Job Details
Pay Type Hourly
