Operations Administrator

Hoffman Mechanical Solutions

Job Title: Operations Administrator | Department: Service Operations | Classification: Full-Time | FLSA Status: Non-Exempt | Reports To: AreaManager/Director of Technical Operations

POSITION SUMMARY

The Operations Administrator at Hoffman Mechanical Solutions serves as a central link between the office, field technicians, scheduling coordinators, and commercial and industrial customers. This role is responsible for managing active service jobs from initiation through close-out, ensuring all field activity, documentation, and labor records are accurate, timely, and complete. The position supports a high-functioning service operation by keeping work moving, protecting revenue integrity, and helping every customer feel like a top priority.

ROLE FOCUS

This position is built around day-to-day service operations oversight. The Operations Administrator monitors work in progress, identifies gaps in job documentation, and works closely with field staff and coordinators to ensure labor entries, service notes, and required paperwork are completed each day. The role plays a direct part in maintaining organized job records and supporting the smooth, professional delivery of service to Hoffman's commercial and industrial customer base.

CORE RESPONSIBILITIES

• Monitor and manage work in progress to ensure open jobs are actively progressing, properly updated, and closed in a timely manner.
• Partner with the service coordinator and dispatcher to support technician scheduling and daily workflow planning.
• Review and approve technician timesheets for accuracy, completeness, and alignment with work performed.
• Review job documentation including service tickets, field notes, and supporting paperwork for active and recently completed jobs.
• Verify that all field work is entered into the system accurately and on a daily basis.
• Follow up on missing information, incomplete documentation, or delayed job activity to keep service operations running without interruption.
• Ensure job records are maintained in a state that supports accurate billing, management reporting, and customer visibility.
• Serve as an internal point of contact for field technicians needing administrative support or documentation assistance.
• Support communication between the office and field to resolve scheduling, documentation, or job status questions quickly.
• Uphold a customer-first service environment where responsiveness and professional follow- through are the standard on every job.

QUALIFICATIONS

Required

• 2+ years of experience in a service coordination, office operations, or administrative support role.
• Strong organizational skills with the ability to manage multiple open jobs and shifting priorities simultaneously.
• High attention to detail in reviewing documentation, timesheets, and data entry.
• Clear and professional verbal and written communication skills.
• Proficiency with office software and service management or field service platforms.
• Ability to work effectively in a fast-paced environment with a team-oriented attitude.

Preferred

• Experience supporting HVAC, mechanical, or field service operations.
• Familiarity with commercial and industrial service environments.
• Experience using service dispatch or work order management software.

WORK ENVIRONMENT

This is an office-based position operating within Hoffman Mechanical Solutions' service department. The role requires consistent daily availability during standard business hours and may occasionally involve extended hours during high-volume service periods. Regular interaction with field technicians, service coordinators, and management is an integral part of the position.

PHYSICAL DEMAND REQUIREMENTS

This is a primarily office-based role. The employee is regularly required to sit for extended periods, use a computer, and communicate by phone and in writing. Occasional movement within the office is required. The employee must be able to remain focused and productive during standard business hours and manage multiple tasks simultaneously in a fast-paced administrative environment.

Activity

Activity

Activity

Sitting: Constantly

Standing: Occasionally

Walking: Occasionally

Handling/Fingering: Frequently

Reaching Outward: Occasionally

Stooping/Bending: Occasionally

Lifting/Carrying 10 lbs. or less: Occasionally

Pushing/Pulling 10 lbs. or less: Occasionally

Driving: Occasionally

CUSTOMER COMMITMENT

Hoffman Mechanical Solutions serves commercial and industrial customers who rely on responsive, professional, and well-coordinated service. The Operations Administrator is expected to reflect that standard in every interaction. Keeping jobs organized, schedules aligned, and documentation complete is not just an administrative function - it is a direct contribution to the customer experience and the company's reputation for reliable service delivery.