Operations Coordinator

Operations Coordinator / Administrative Assistant

Elemental Commercial Services LLC
Location: Remote, Rochester, NY
Job Type: Part-time
Expected Hours: 15 to 25 hours per week
Pay: $20.00 to $25.00 per hour

Job Summary

Elemental Commercial Services is looking for an organized, dependable, and customer-focused Operations Coordinator to help keep our daily administrative and service operations running smoothly.

We are a growing union commercial and industrial HVAC contractor serving customers throughout Western and Central New York. Our work includes preventive maintenance, HVAC service, equipment replacements, controls, chiller service, and complex mechanical repairs for commercial, institutional, and public-sector customers.

This is a non-union administrative position supporting our field operations, technicians, customers, and company leadership.

The position is currently remote. However, applicants should live within reasonable commuting distance of Rochester because the position may eventually become hybrid or office-based when the company establishes a permanent office.

The ideal candidate will communicate professionally, take ownership of their responsibilities, and follow tasks through to completion. We are looking for someone who can help us stay organized today while growing into additional operations or project coordination responsibilities as the company expands.

Responsibilities

• Answer incoming calls from customers, technicians, vendors, and company leadership
• Respond professionally to customer emails and service requests
• Coordinate the daily service schedule
• Create, assign, and update work orders in Service Fusion
• Make sure work orders are added to the appropriate technician’s schedule
• Provide technicians with the customer, jobsite, and scheduling information needed for each assignment
• Monitor open work orders and follow up until they are completed and properly closed
• Track preventive maintenance schedules and upcoming service requirements
• Communicate scheduling updates and job information to customers and technicians
• Assist with payroll processing, including certified payroll for public projects
• Prepare and send customer invoices
• Monitor accounts receivable and follow up on outstanding invoices
• Assist with accounts payable and vendor documentation
• Maintain organized records for customers, contracts, purchase orders, invoices, and service projects
• Help develop and improve administrative processes as the company grows
• Provide additional administrative and project coordination support as needed

Qualifications

• Previous experience in office administration, operations coordination, scheduling, customer service, or a similar position
• Strong organizational and time-management skills
• Professional written and verbal communication
• Strong attention to detail
• Ability to manage multiple priorities and follow assignments through to completion
• Ability to work independently and remain productive in a remote environment
• Comfortable learning and using new software
• Proficiency with email, Microsoft Office, and electronic document management
• Experience with QuickBooks Online, Service Fusion, payroll, certified payroll, accounts receivable, or accounts payable is preferred
• Experience supporting an HVAC, construction, skilled-trades, or field-service company is helpful but not required

Schedule

• Approximately 15 to 25 hours per week
• Primarily Monday through Friday
• Work will generally be performed during normal business hours
• Some scheduling flexibility may be available, but consistent weekday availability is required to answer calls and coordinate service activities

Compensation and Benefits

• $20.00 to $25.00 per hour, based on experience
• Paid sick leave in accordance with New York State requirements
• Remote work during the company’s current stage of growth
• Opportunity to take on additional responsibilities as the company expands
• Potential to grow into a full-time operations or project coordination position

About Elemental Commercial Services

Elemental Commercial Services is a veteran-owned, union commercial and industrial HVAC contractor based in Rochester, New York. We specialize in commercial HVAC service, preventive maintenance, chiller service, equipment replacements, controls, and complex mechanical repairs throughout Western and Central New York.

We are looking for someone who wants more than a short-term administrative position. We want a dependable team member who takes ownership of their work and is interested in growing with the company.

Elemental Commercial Services LLC is an equal opportunity employer.

Pay: $20.00 - $25.00 per hour

Expected hours: 15.0 – 25.0 per week

Benefits:

• Flexible schedule

Work Location: Hybrid remote in Rochester, NY 14624