Area Sales & Operations Administrator

Indianapolis, IN

Are you the person who notices what is missing, follows through without being reminded, and keeps people and information moving in the right direction?

Perfection Group is hiring an Area Sales & Operations Administrator to support our Indianapolis team. This highly visible, cross-functional role helps connect Sales, Operations, Projects, Purchasing, technicians, and customers so work moves smoothly from the initial sale through ongoing service delivery.

You’ll manage customer and contract information, coordinate renewals, support project and customer communication, monitor administrative details, and help create organized, repeatable processes. This position reports to the Area Manager and is ideal for someone who enjoys bringing structure to a fast-moving service environment.

What You’ll Do

Support Customers and Sales

• Coordinate new-customer and new-project setup, helping ensure a complete and accurate handoff from Sales to Operations

• Maintain current customer, contact, account, equipment, and service information in company systems

• Gather and organize equipment lists, service history, asset information, and other data needed to support sales opportunities

• Assist with customer check-ins, meeting coordination, and follow-up communication

• Help ensure internal and external customer requests receive timely, accurate responses

Coordinate Contract Renewals

• Manage the administrative process for customer contract renewals in partnership with Sales and Operations

• Review contract information and costs and prepare materials for internal review

• Update pricing and supporting information following leadership review

• Prepare renewal documents, customer addendums, and related records

• Schedule customer meetings when renewal discussions are needed

• Maintain accurate contract documentation and address missing or incomplete information

Support Projects and Operations

• Review open-project and job-cost information and help identify items requiring action

• Assist with weekly costing audits and operational reporting

• Coordinate customer communication and follow-up related to open projects

• Support parts ordering, purchase tracking, vendor administration, and inventory records

• Prepare and review reports for accuracy, completeness, and usefulness

• Participate in scheduling, operations, and project meetings as appropriate

• Help document and improve administrative procedures and workflows

Support Technicians and the Indianapolis Office

• Assist with technician uniform ordering, expense reimbursements, documentation, and other administrative needs

• Maintain office, safety, break-room, snack, and beverage supplies within an established budget

• Help coordinate technician meetings, breakfasts, office gatherings, holiday events, and other team activities

• Support general office organization and day-to-day administrative needs

Backup Service Operations Support

You’ll be cross-trained to provide occasional backup for the Service Operations Support function during absences, periods of high workload, or other business needs. This may include:

• Assisting with technician scheduling and dispatch

• Creating purchase orders and ordering service parts or materials

• Supporting preventive-maintenance scheduling and account requirements

• Helping track technician time, quotes, training, and documentation

• Assisting with emergency-service coordination

These responsibilities are primarily owned by the Service Operations Support position and are not expected to be the normal day-to-day focus of this role.

You May Be a Great Fit If You

• Enjoy being the person who keeps details, deadlines, and people organized

• Take ownership of assignments and follow them through to completion

• Recognize when information is incomplete, inconsistent, or does not look right

• Communicate professionally and confidently by phone, email, and in person

• Have a strong customer-service mindset

• Can manage multiple priorities without losing track of important details

• Work effectively with different departments, work styles, and personalities

• Are comfortable working independently while remaining connected to the team

• Enjoy improving processes and creating structure where it may not yet exist

• Can learn new systems and use information from multiple sources

• Remain calm, helpful, and organized when priorities shift

What You Bring

• High school diploma or equivalent; associate degree preferred

• Previous experience in administration, sales support, operations support, project coordination, customer service, or a similar role

• Strong written and verbal communication skills

• Strong organization, time management, problem-solving, and critical-thinking skills

• High attention to detail and commitment to accurate documentation

• Proficiency with Microsoft 365, including Outlook, Excel, PowerPoint, and Teams

• Ability to learn CRM, service-management, accounting, and other company systems

• A collaborative, customer-first approach

Experience in commercial HVAC, construction, facility services, field service, or another service-based business is helpful but not required.

What Success Looks Like

• New customers and projects transition smoothly from Sales to Operations

• Customer, project, and contract information is accurate and reliable

• Contract renewals are prepared and completed on time

• Open projects and customer action items receive consistent follow-up

• Sales and Operations teams have the information they need

• Customers receive timely, professional communication

• Administrative processes become more organized, consistent, and repeatable

• The Service Operations Support team has reliable backup when needed

What We Offer

• Competitive compensation

• Company-paid medical coverage for associate-only plans

• Dental and vision coverage

• Company-paid life insurance

• Company-paid short- and long-term disability coverage

• Paid time off and paid parental leave

• Floating holiday

• 401(k) with company match

• Annual profit sharing

• Employee referral bonus program

• Professional development and career-growth opportunities

Grow With Us

This role provides exposure to Sales, Operations, Projects, Purchasing, customer experience, and service administration. As your knowledge and capabilities grow, there may be opportunities to take on greater responsibility within operations, sales support, project administration, or other areas of Perfection Group.

About Perfection Group

We believe a well-managed facility can transform our world.

For 75 years, Perfection Group has designed, built, and improved facility comfort, efficiency, and health for commercial, industrial, and institutional customers. Today, we remain a third-generation, family-owned company committed to personalized service, operational excellence, and developing our people.

Our work is guided by four Core Values: Do What’s Right, Work Together, Be Transparent, and Build Loyalty.

If you enjoy creating order, supporting customers, and helping teams work more effectively, apply today. We’d like to meet you.

Perfection Group is an equal opportunity employer.