Administrative Operations Coordinator, Electrical Services

C.M. Armitage Electrical Contracting; City of Rochester (NY); On-site; USD 42,000 - 54,000; Full time

Job summary

C.M. Armitage Electrical Contracting is seeking an Administrative Operations Coordinator to keep the office running smoothly and teams connected. You will greet callers, manage calendars, maintain records, and support leaders with daily administration.

You will handle onboarding, service requests, meetings, and document workflows, ensuring accurate data entry and timely follow-up across departments.

Qualifications

• High School Diploma or equivalent required.
• Experience in administrative support, office coordination, customer service, or reception preferred.
• Clear, courteous communication and strong customer service orientation.
• Proficiency with Microsoft Outlook, Word, Excel, and Teams.
• Exceptional organization and attention to detail; adept at juggling multiple priorities in a fast-paced environment.
• Professional phone etiquette and strong interpersonal skills.
• Dependable, self-motivated, and collaborative; maintains confidentiality and uses sound judgment.

Responsibilities

• Answer, screen, and route incoming calls; greet customers, visitors, vendors professionally.
• Gather caller information, recognize urgent issues, and alert the appropriate personnel; take clear, timely messages.
• Create and maintain customer records in company software; accurately enter new accounts and update existing information.
• Assist with customer onboarding, service requests, and account setup.
• Schedule meetings, interviews, appointments, and training; maintain calendars, reminders, and follow-up task lists.
• Help track company deadlines, renewals, reminders, and administrative follow-up items.
• Prepare correspondence, forms, meeting materials, folders, and presentation packets.
• Scan, copy, upload, file, and organize company documents and records; maintain spreadsheets, logs, contact lists, and administrative reports.
• Assist with applicant communications and interview scheduling.
• Track training records, certifications, licenses, and expiration dates.

Skills

Customer service

Scheduling

Data entry

Organizational skills

Communication

Confidentiality

Team collaboration

Education

High School Diploma or equivalent

Tools

MS Outlook

MS Excel

MS Word

MS Teams

Job description

C.M. Armitage has been powering projects across the Greater Rochester area for more than 25 years. As our electrical contracting business continues to expand, we’re adding an Administrative Operations Coordinator to keep our office humming and our teams connected. You’ll be the friendly first impression for callers and visitors, the organizer who keeps calendars and records current, and the steady hand that supports leaders and departments with day-to-day administration.A day in the lifeYou start the morning by opening the phones, greeting callers, and routing inquiries to the right teammates. As messages come in, you capture details accurately and ensure time-sensitive items reach the proper person fast. Between calls, you add new customer accounts to our systems, update existing profiles, and help with onboarding or service requests. Throughout the day, you coordinate interviews and training sessions, maintain calendars and reminders, and prepare packets for meetings. You keep documents flowing—scanning, uploading, and filing—while tracking certifications and expiration dates so nothing slips. When a department needs support, you jump in with special projects, follow up on missing forms, and help manage supply orders. You wrap the day by confirming tomorrow’s appointments, updating task lists, and leaving the office organized for the next morning.Key responsibilitiesServe as the first point of contact: answer, screen, and route incoming calls; greet customers, visitors, vendors, and applicants professionally.Gather caller information, recognize urgent issues, and alert the appropriate personnel; take clear, timely messages and ensure follow-up.Create and maintain customer records in company software; accurately enter new accounts and update existing information.Assist with customer onboarding, service requests, and account setup.Schedule meetings, interviews, appointments, and training; maintain calendars, reminders, and follow-up task lists.Help track company deadlines, renewals, reminders, and administrative follow-up items.Prepare correspondence, forms, meeting materials, folders, and presentation packets.Scan, copy, upload, file, and organize company documents and records; maintain spreadsheets, logs, contact lists, and administrative reports.Assist with applicant communications and interview scheduling.Track training records, certifications, licenses, and expiration dates.Collect and organize routine paperwork from departments and field personnel; follow up on missing documents and administrative requests.Monitor office supply inventory and place orders as needed.Support department managers with administrative projects and special assignments.Maintain organized office systems and filing structures; perform other duties as assigned.QualificationsHigh School Diploma or equivalent required.Experience in administrative support, office coordination, customer service, or reception preferred.Clear, courteous communication and strong customer service orientation.Proficiency with Microsoft Outlook, Word, Excel, and Teams.Exceptional organization and attention to detail; adept at juggling multiple priorities in a fast-paced environment.Professional phone etiquette and strong interpersonal skills.Dependable, self-motivated, and collaborative; maintains confidentiality and uses sound judgment.Why you’ll love working hereStable, full-time opportunity with a well-established contractor.Family-oriented team culture where your contribution is valued.Direct exposure to and collaboration with company leadership.Variety in your day and room to grow your skills and responsibilities.Make a meaningful impact on daily operations and customer experience.Core proficienciesCustomer ServiceScheduling ExperienceBasic Computer SkillsMicrosoft Excel