Operations Administrator

Job Title:  Field Operations Coordinator

Reports to:  Area Manger or Director of Technical Operation

FLSA Status: Exempt

We are 100% employee-owned through an Employee Stock Ownership Plan (ESOP).  This is a retirement benefit for our employees that is wholly paid for by the company in addition to 401(k) options for employee contributions.  There are approximately 7,000 ESOPs in the United States, governed by the IRS and the U.S. Department of Labor.  Research indicates that ESOP companies tend to grow faster in sales and employment.  ESOP employees tend to have 2.2 times as much in retirement savings as employees in traditional companies.

Position Purpose:

• Assistthe local Area Manager and/or Director of Technical Operations as needed to maximize efficiency and effectiveness of field operations.  This hybrid support role encompassesnumerousmanagerial/administrative/sales/operational tasks that may vary as our business needsfluctuate.

Some are included below:

• Provide guidance and direction to administrative personnel to effectively plan, schedule, coordinate, etc.allactivities related to field HVAC service and construction/replacement work.
• Work withlocalSales Team toidentifycustomer problems and offer solutions to their HVAC needs.  Survey jobs as necessary toassistin developing scope of work, detailed estimates, and customer proposals.  Maintain strong customer relationships and be proactive and fully engaged in customer account management.
• Project Manage larger quoted jobs in the local area as necessary to ensure jobstranspirewith proper coordination and efficiency.
• Mentor field technicians on administrative requirements such as paperwork, communications with customers, etc.  Reviewand critique/correcttechnicianpaperwork such as timesheets, field reports, startup sheets, warranty forms, p-card documentation, etc.
• Routinelymonitortechnician field activity and follow up on unresolved and/or outstanding issuesin order toprovidetimelyclosure of jobs, invoicing, etc.
• Support various managers, Sales Representatives, etc. and provide them with critical information necessary to support field personnel and customers efficiently and effectively.

Employment at Will:  Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Duties and Responsibilities:

• Assistwithon-boardingof new field personnel. Provide training and technical support for administrative processes such as timesheets, field reports, expenses, etc.
• Mentor technicians on proper use of laptopcomputerand the misc. software (Outlook, Word, Excel, Drop Box, etc.) used routinely in our daily operations.
• Provide insight into technician skill set gaps and help develop a formal long-range Technician Training Plan with input from others.   This should include apro-activeapproach with thoughtful consideration given to specific geographies, products, and technician skill sets.
• In detail, check technician Field Reports to ensure all hours are properly recorded, work description is detailed and accurate, purchases are noted, and all supporting documents (receipts, packing slips, startup reports, equipment log sheets, warranty reimbursement forms, etc.) have been completed and are accurate.  Communicate asrequiredwithappropriate partiesuntil all errors and omissions have been resolved.
• Assistlocal Area Manager tomonitorfield activities to ensure all critical tasks are completed ina timelyandaccuratemanner.
• Provide leadership and direction if the Area Manager is absent.
• Understand multiple administrative roles necessary to support our HVAC service business and be able to support and provide guidance and direction to each role. These roles include:
• Service Coordinator - primary duty isdispatching oftechnicians.
• Service Administrator - primary duties are cost reconciliation and invoicing.
• Service Agreement Administrator - primary duties are preparing service agreement proposals, entering sold agreements into the software system, scheduling inspections, tracking work compliance, documentation, and providing financial reporting to management.
• Project Manager - primary duties include ordering of materials/equipment, coordination of various trades/manpower/subcontractors/shipments, tracking project costs, adjusting cost estimates as necessary to properly report revenue, margin, etc.
• Inside Sales Support - primary duties are to estimate job costs and prepare customer proposals.
• Provide miscellaneous support as needed to keep field operations moving in the most cost efficient and effective manner.   This may involve occasional work in the fieldassistingHVAC Service Technicians.
• Assistlocal Area Manager(s) and Operations Director in assembling and analyzing critical business data such as profitability, cost variance, etc.
• Other duties may be assigned as needed as we aggressively grow our service business.
• Attend continuing education programs and training, including webinars, workshops, and factory product training.

Position Requirements:

• Associates Degreeor equivalent experience in a technical and/or business discipline is preferred.
• 2-5 years of experience in a related position, preferably in the HVAC or otherservice relatedfield.
• Excellent interpersonal skills with the ability to communicate with all levels of staff and work well independently or on a team.
• Strong verbal, written, analytical, and persuasive skills.
• Ability to travel, with occasional overnight stays, 10% to 30% of the time.
• Working knowledge of Microsoft Office Suite.

Physical Demands

• Standing: Frequently
• Walking: Frequently
• Sitting: Frequently
• Handling/Fingering: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs. or less: Frequently
• Lifting/Carrying 10 lbs. or less: Frequently
• Lifting/Carrying 11-20 lbs.: Frequently
• Lifting/Carrying 21-50 lbs.: Occasionally
• Reaching Outward: Frequently
• Reaching Above Shoulder: Frequently
• Squatting/Kneeling: Frequently
• Driving: Frequently

This job description is intended to provide information regarding the essential functions and basic duties of this position.  It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills and duties that could be assigned.  Additional functions and requirements may be assigned by management as it deems appropriate.  This document does not constitute a contract and is subject to change at the discretion of Hoffman Mechanical Solutions, Inc.

EOE/Disabled/Veterans