Administrative Office Manager/Opportunity Coordinator

Yellowstone Local is proud to represent Innovative Mechanical Contractors LLC, an industry leader in commercial HVAC and mechanical solutions.

Looking for a steady office role where your organization skills and attention to detail make a real impact every day? This could be the right fit for you.

What’s in it for You?

• Pay ranging from $22 - $26 per hour, based on experience

• Full-time schedule, Monday through Friday

• Stable, long-term opportunity with an established commercial mechanical contractor

• Opportunities for growth into advanced administrative or accounting support roles — or into government contracting capture and business development

• Supportive leadership team that values dependability and professionalism

• Office-based position in Millersville, Maryland

Why You’ll Love It Here

• Work with a team that values communication, accuracy, and accountability

• Be part of a company known for high-quality commercial HVAC and mechanical work

• Contribute to an organized and efficient office environment

• Gain experience across administrative operations and accounts payable functions

• Learn the federal contracting industry hands-on, including AI-powered opportunity research tools

• Join a workplace where your work directly

Your New Role

• Support office administration and accounts payable processes, including daily front-office operations

• Identify and organize new government contract opportunities that feed the company's proposal pipeline

• Process vendor invoices, payments, and statement reconciliations

• Assist with month-end and year-end financial activities

• Maintain organized digital and physical filing systems

• Provide general clerical and administrative support to the office team

• Location: Millersville, MD

  Day-to-Day Responsibilities:

• Perform daily office administrative duties, including answering and directing phone calls, managing incoming and outgoing mail, scheduling, and maintaining sign-in/sign-out logs

• Search SAM.gov and other government contract vehicles for new opportunities matching the company's capabilities

• Use Cleatus AI to identify, filter, and track relevant solicitations

• Compile a weekly report of new contract opportunities and hand it off to the proposal writer

• Track key solicitation details such as due dates, set-aside types, and submission requirements

• Process invoices and manage accounts payable tasks

• Prepare check payments, ACH payments, and wire transfers

• Communicate with vendors regarding invoices and payment status

• Reconcile vendor statements and assist with accounts payable accruals

• Maintain accurate financial and office records

• Support audits by organizing required documentation

• Greet visitors and maintain visitor logs

• Monitor and restock office and kitchen supplies

• Perform data entry, reporting, and general office support tasks

Hiring Expectations: Apply today, complete a quick phone screening, and get ready for an interview with our team to discuss your goals and experience.

• High school diploma or equivalent

• Three or more years of experience in accounts payable or administrative support preferred

• Proficiency in Microsoft Office, including Excel formulas and pivot tables

• Experience with accounting software such as QuickBooks, SAP, or Sage

• Familiarity with government contracting ( SAM.gov , federal solicitations) a plus — we will train the right candidate

• Comfort learning new software tools, including AI-based research platforms

• Strong organizational skills and attention to detail

• Strong research skills and the ability to summarize findings into clear, concise reports

• Clear written and verbal communication skills

• Ability to manage multiple tasks and work independently

• Basic understanding of accounting principles and internal controls

Innovative Mechanical Contractors LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment regardless of race, color, religion, gender, gender identity, sexual orientation, national origin, genetics, disability, age, or veteran status.#blue