Office Administrator & Business Operations Coordinator

Benefits: 401(k) Employee discounts Paid time off 401(k) matching Flexible schedule Training & development Office Administrator & Business Operations Coordinator Company: 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 …

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