Operations Admin Assistant

Operations Admin Assistant

Hickory Mechanical Inc. is seeking a highly organized, technology-driven Operations Admin Assistant to support our leadership team. This role works directly with the CEO, General Manager, and VP of Operations, helping ensure important initiatives are completed, deadlines are met, and operational processes stay on track. This is not a traditional administrative assistant position. We are looking for someone who enjoys organizing information, following up on action items, learning new technology, improving processes, and helping executives stay focused on high-value work. The ideal candidate thrives in a fast-paced environment, is proactive rather than reactive, and enjoys bringing structure and accountability to multiple ongoing priorities.

Primary Responsibilities:

Executive Support:

• Support the CEO, General Manager, and VP of Operations with daily operational and administrative activities.
• Manage action item lists and follow up to ensure commitments are completed.
• Track deadlines, priorities, and recurring leadership initiatives.
• Prepare meeting agendas, take meeting notes, and distribute action items.
• Coordinate calendars, meetings, and internal communications as needed.

Operations & Process Coordination:

• Track construction and service documentation to ensure required paperwork is completed.
• Follow up on RFIs, submittals, permits, change orders, closeout documents, purchase orders, and other project documentation.
• Monitor progress of internal operational initiatives and report status to leadership.
• Assist with organizing SOPs, policies, procedures, and company documentation.
• Maintain organized digital filing systems and records.

Technology & Reporting:

• Utilize Microsoft Office and cloud-based software to improve efficiency.
• Create Excel reports, dashboards, trackers, and performance reports.
• Assist leadership with data collection and KPI reporting.
• Help implement and improve digital workflows and automation where possible.
• Learn and utilize company software including project management and service management platforms.

Communication & Coordination:

• Coordinate communication between departments.
• Follow up with managers regarding outstanding tasks.
• Assist with customer, vendor, and subcontractor correspondence when needed.
• Maintain professionalism while working with confidential company information.

Qualifications:

Required:

• 3+ years of experience in an Assistant, Operations Coordinator, Administrative Coordinator, Project Coordinator, or similar role.
• Strong organizational and multitasking skills.
• Excellent written and verbal communication.
• High attention to detail.
• Ability to manage multiple priorities simultaneously.
• Strong follow-up and accountability skills.
• Advanced Microsoft Office skills (Excel, Word, Outlook, PowerPoint).
• Comfortable learning new software and technology quickly.
• Self-motivated with minimal supervision.
• Professional demeanor with a high level of integrity.

Preferred:

• Experience in construction, mechanical contracting, HVAC, plumbing, or service industries.
• Experience supporting executives or senior leadership.
• Experience working with project management software.
• Knowledge of document control and project administration.
• Experience creating reports and KPI dashboards.
• Familiarity with Microsoft 365, SharePoint, Teams, and AI productivity tools (such as ChatGPT or Microsoft Copilot).

What We're Looking For:

The ideal candidate is someone who:

• Loves organizing chaos into structure.
• Doesn't wait to be told what needs to be done.
• Can manage many moving pieces without losing details.
• Enjoys technology and finding better ways to work.
• Communicates professionally with employees and customers.
• Holds themselves accountable and helps others stay accountable.
• Takes ownership and follows tasks through to completion.

Benefits:

• Employer-paid Medical Insurance.
• Short-Term Disability.
• Long-Term Disability.
• Employer-paid Life Insurance.
• Dental & Vision Insurance Available.
• Paid Time Off (PTO).
• Performance Bonus Opportunity.
• Simple IRA Retirement Plan with Employer Match.
• Professional Development Opportunities.
• Opportunity for Career Growth within Leadership Support and Operations.

Schedule:

• Monday Friday.
• 7:30 AM 4:00 PM.

Why Join Hickory Mechanical?

At Hickory Mechanical, we're building more than HVAC and plumbing systemswe're building a high-performance organization. You'll work directly with executive leadership, play a meaningful role in improving how the company operates, and have the opportunity to grow as the company grows. If you're organized, tech-savvy, driven, and enjoy helping teams execute at a high level, we'd love to meet you.

Please do not call the office. Qualified applicants should apply online.