Office Administrator & Business Operations Coordinator

Job Description

Job DescriptionOffice Administrator & Business Operations CoordinatorCompany: EML Mechanical LLC
Location: Stoneham, Massachusetts
Job Type: Full-time
Schedule: Monday–Friday, approximately 7:00 AM start
Compensation: Based on experience and qualifications
Work Location: In-person during training, with potential for future hybrid flexibility

Company Overview

EML Mechanical is a growing, locally owned HVAC company serving Greater Boston and the North Shore. We specialize in heating, air conditioning, heat pumps, boilers, ductless systems, ventilation, indoor air quality, and custom HVAC installations.

Our company is committed to providing exceptional workmanship, honest recommendations, and outstanding customer service. We take pride in building long-term relationships with our customers and maintaining a reputation for professionalism and reliability.

As our company continues to expand, we are seeking a motivated, dependable, and highly organized Office Administrator & Business Operations Coordinator to help oversee daily office operations, support our field technicians, and contribute to the continued growth of EML Mechanical.

This is an excellent opportunity for someone who enjoys taking responsibility, solving problems, and being an important part of a growing small business.

Job Description

The Office Administrator & Business Operations Coordinator will play a key role in managing the day-to-day administrative and operational needs of EML Mechanical.

This position involves customer communication, scheduling, office administration, billing, project coordination, and supporting the owner with business operations.

We are looking for someone who can work independently, stay organized in a fast-paced environment, and take initiative without needing constant supervision.

During busy periods, the primary focus will be assisting customers, coordinating schedules, supporting technicians, and keeping daily operations running smoothly. During slower periods, the individual will help improve internal processes, follow up on outstanding work, assist with marketing, and identify opportunities to improve efficiency and grow the business.

Key Responsibilities

Office Management

• Oversee daily office operations and maintain an organized, efficient work environment.
  
  
• Assist with inventory management of HVAC materials, supplies, and equipment.
  
  
• Coordinate with vendors and suppliers regarding equipment orders, pricing, availability, and deliveries.
  
  
• Maintain company records, digital files, calendars, and administrative documentation.
  
  
• Assist with developing and improving office procedures and internal workflows.
  
  
• Help maintain and organize company software, customer databases, and operational systems.
  
  

Administrative Support

• Schedule HVAC service appointments, installations, maintenance visits, and customer consultations.
  
  
• Prepare and organize estimates, proposals, invoices, work orders, service agreements, and warranty documentation.
  
  
• Manage incoming phone calls, emails, text messages, and customer inquiries.
  
  
• Maintain accurate customer information, equipment records, and service histories.
  
  
• Assist with employee time tracking, payroll preparation, and administrative reporting.
  
  
• Coordinate permits, inspections, manufacturer registrations, rebates, and warranty paperwork.
  
  
• Utilize Housecall Pro and other business software to manage daily operations.
  
  

Customer Service

• Serve as a primary point of contact for customers, providing professional and friendly assistance.
  
  
• Respond promptly to customer questions, service requests, and scheduling concerns.
  
  
• Communicate with field technicians to coordinate appointments and resolve customer issues.
  
  
• Follow up on estimates, completed work, outstanding invoices, and customer requests.
  
  
• Assist with processing customer payments and maintaining accurate billing records.
  
  
• Help ensure every customer receives clear communication and a positive experience with EML Mechanical.
  
  

HVAC Project & Technician Coordination

• Assist with organizing and tracking ongoing HVAC installations and service projects.
  
  
• Coordinate equipment orders, deliveries, subcontractors, and scheduling requirements.
  
  
• Communicate important job details and customer information to field technicians.
  
  
• Track outstanding project requirements, permits, inspections, and equipment registrations.
  
  
• Help ensure technicians have the information and materials needed to complete scheduled work efficiently.
  
  
• Assist with preparing project documentation and tracking job progress.
  
  

Marketing & Business Development

• Assist with managing company social media accounts and marketing initiatives.
  
  
• Help maintain website content and online business listings.
  
  
• Follow up with customers regarding Google reviews and feedback.
  
  
• Assist with promoting maintenance agreements and seasonal HVAC services.
  
  
• Identify opportunities to improve customer retention and generate additional business.
  
  
• Help develop marketing materials, customer communications, and promotional campaigns.
  
  

Business Operations & Process Improvement

• Assist the owner with improving internal business systems and daily workflows.
  
  
• Help create and maintain checklists, procedures, templates, and administrative processes.
  
  
• Monitor outstanding estimates, customer follow-ups, unpaid invoices, and scheduling opportunities.
  
  
• Research new software, technology, and tools that may improve company efficiency.
  
  
• Help prepare reports related to scheduling, customer activity, project progress, and business performance.
  
  
• Take initiative to identify tasks and improvements that benefit the company when daily responsibilities are completed.
  
  

Requirements

• Previous experience in office administration, customer service, scheduling, or a related position preferred.
  
  
• Experience in HVAC, plumbing, electrical, construction, or another home-service industry is a plus.
  
  
• Proficiency in Microsoft Office, including Word, Excel, and Outlook.
  
  
• Experience with Housecall Pro, QuickBooks, or similar business management software is preferred but not required.
  
  
• Excellent verbal and written communication skills.
  
  
• Strong organizational skills with exceptional attention to detail.
  
  
• Ability to prioritize tasks, multitask, and adapt to changing schedules.
  
  
• Professional and customer-focused attitude.
  
  
• Ability to work independently, take initiative, and follow through on responsibilities.
  
  
• Strong problem-solving skills and willingness to learn.
  
  
• Dependable, punctual, and capable of handling confidential business information.
  
  

Knowledge of HVAC terminology, equipment, and industry procedures is beneficial but not required. We are willing to provide training to the right candidate.

Benefits & Opportunities

• Competitive hourly compensation based on experience and qualifications.
  
  
• Full-time Monday–Friday schedule.
  
  
• Hands-on training in HVAC business operations and industry-specific software.
  
  
• Supportive, professional work environment.
  
  
• Opportunities for professional development and increased responsibility.
  
  
• Potential for advancement into an Office Manager or Operations Manager position.
  
  
• Potential hybrid or work-from-home flexibility after successful training and demonstrated performance, depending on business needs.
  
  

What We're Looking For

We are not simply looking for someone to answer phones or perform basic administrative tasks.

We want someone who takes pride in their work, understands the importance of customer service, and is motivated to help build a successful business.

The ideal candidate will be organized, proactive, reliable, and willing to take ownership of responsibilities. We value someone who recognizes what needs to be done, follows through, and looks for opportunities to make daily operations more efficient.

As EML Mechanical continues to grow, we want this individual to grow with us and become a trusted, long-term member of our team.

Join Our Team

If you are a motivated individual with strong administrative skills, excellent communication abilities, and an interest in the HVAC industry, we encourage you to apply.

Join EML Mechanical and become part of a growing company committed to quality workmanship, exceptional customer service, and continued professional growth.

We look forward to hearing from you!

EML Mechanical LLC
Stoneham, Massachusetts