Office Operations Coordinator

Mechworks Mechanical; Cary (NC); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Employee Stock Ownership Plan (ESOP)

401(k) with employer match

Medical, dental, vision insurance

Life and AD&D; disability benefits

Paid Time Off and holidays

Job summary

Mechworks Mechanical Contractors, Inc. in Cary, NC is seeking an Office Operations Coordinator. This on-site role connects field crews, project managers, estimators, and the corporate team to run office operations, purchasing, and payroll support.

The position requires 3+ years in office administration, proficiency with Microsoft 365, and the ability to handle confidential information with discretion. Local travel is required for errands and occasional trips to other offices.

Qualifications

• High school diploma or GED required.
• Three+ years of office administration or administrative support experience.
• Comfortable using iPads, iPhones, and mobile apps.
• Proficient with Microsoft 365 (Outlook, Excel, Word, Teams).
• Able to learn new software quickly and explain it clearly to others.
• Handles confidential employee and financial information with discretion.
• Able to pass a background check and pre-employment drug screen.
• Experience with construction accounting software, ideally Viewpoint Vista, or similar ERP system.

Responsibilities

• Answer incoming phone calls and greet visitors.
• Process incoming and outgoing mail.
• Order and maintain office supplies.
• Maintain organized project, vendor, and administrative files.
• Run local errands and handle bank deposits and post office trips.
• Plan office events and support swag orders.
• Enter accounts payable invoices into Vista and place orders for materials.
• Keep Visa receipts and balance monthly statements on a tracking spreadsheet.
• Assist estimators and project managers with bid documents and inspections.
• Provide notary services for company documents.
• Serve as first point of contact for field employees with timekeeping app issues.

Skills

Office administration

Discretion with confidential info

Communication skills

Problem solving

Education

High school diploma or GED

Tools

Microsoft 365

Viewpoint Vista (ERP)

Job description

Office Operations Coordinator Mechworks, Inc. | Cary, NC | Full-time (On-Site)

POSITION SUMMARY

Mechworks Mechanical Contractors is an employee-owned commercial and industrial mechanical contractor, with offices in Morehead City, Greensboro, and Cary, North Carolina. Through our Employee Stock Ownership Plan (ESOP), eligible employees build equity and share in the ownership of the business.

We're hiring an Office Operations Coordinator for our Cary, NC, office. This is a hands-on role connecting our field crews, project managers, estimators, and corporate team. The role covers office operations, accounting and purchasing support, project and estimating support, and first-line tech support for field employees. If you've excelled as an office manager, office coordinator, or office administrator, especially in construction or the trades, this role is for you.

Location: On-site at our Cary, NC office.

Employment Type: Full-time, non-exempt.

Work schedule: 8:00 a.m. to 5:00 p.m., Monday through Friday.

Travel: Daily local travel for errands. Occasional travel to our Greensboro or Morehead City offices.

ESSENTIAL FUNCTIONS

Office operations

• Answer incoming phone calls and greet visitors.
• Process incoming and outgoing mail.
• Order and maintain office supplies.
• Maintain organized project, vendor, and administrative files.
• Run local errands, including bank deposits, check pickups, and trips to the post office.
• Plan Triangle office and field events.
• Support company swag and high-visibility shirt orders for the Triangle office and field.

Accounting and purchasing support

• Enter accounts payable invoices into Vista.
• Assist with pricing everyday field material and rental equipment, and place the orders.
• Enter purchase orders for everyday field material into Vista.
• Keep company Visa receipts and balance the monthly statement on a tracking spreadsheet.
• Track temp labor, send time sheets to the staffing agency, and code and enter those invoices.

Project and estimating support

• Assist estimators with preparing bid documents.
• Assist project managers with tasks such as scheduling inspections, ordering or making equipment tags, and creating valve tag lists.
• Provide notary services for company documents.

People and payroll support

• Serve as the first point of contact for field employees with timekeeping app and mobile device issues, including login problems, missed or incorrect punches, app updates, and basic iPad troubleshooting
• Walk field employees through fixes by phone or in person, and elevate unresolved issues to IT with clear documentation
• Help set up and maintain field devices (iPads, phones), including app installs, updates, and account access
• Handle employee, payroll, and financial information with confidentiality and discretion at all times.

Safety

• Follow all company safety policies, including wearing required personal protective equipment during any job site visit.

MINIMUM QUALIFICATIONS

• High school diploma or GED.
• Three or more years of office administration, front office, or administrative support experience.
• Comfortable using and troubleshooting iPads, iPhones, and mobile apps
• Proficient with Microsoft 365 (Outlook, Excel, Word, Teams)
• Able to learn new software quickly and explain it clearly to others.
• Handles confidential employee and financial information with discretion.
• Can pass a background check and pre-employment drug screen.

PREFERRED QUALIFICATIONS

• Experience with construction accounting software, ideally Viewpoint Vista, or a similar ERP system.
• Experience supporting a construction, trades, or field service office.
• Accounts payable or purchasing experience.
• Active North Carolina Notary Public commission, or willingness to become commissioned.

CORE VALUES

Teamwork: Completing our projects and building trust with each other, our partners, and our customers.

Honesty: Doing the right thing, always.

Quality: Providing workmanship that exceeds expectations.

Safety: Training and reinforcement that we value a safe work environment.

Balance: Maintaining a healthy balance between work and home life.

PHYSICAL DEMANDS

Must be able to lift and/or carry up to 25 pounds; sit, stand, walk, reach, and perform repetitive hand motions; hear and speak; operate a vehicle for local errands; and travel as needed. May experience frequent interruptions and shifting priorities.

WORK ENVIRONMENT

Work is performed primarily in a climate-controlled office. Local travel is required for errands. Occasional visits to job sites may occur, where exposure to moving mechanical parts, high noise, and outdoor weather is possible. Mechworks provides the safety equipment and training required for the work.

BENEFITS

Mechworks invests in our people. Full-time employees are eligible for a comprehensive benefits package after meeting length-of-service requirements.

• Employee Stock Ownership Plan (ESOP): share in the company's success as an employee-owner.
• 401(k) with employer match up to 4%.
• Medical (UMR, a UnitedHealthcare company) with Mechworks covering 70% of the employee premium, plus dental (Guardian) and company-paid vision.
• Company-paid life and AD&D, with voluntary life, short- and long-term disability, FSA, EAP, and worksite benefits available.
• Paid Time Off starting at 2 weeks and growing to 4 weeks, plus six paid holidays.

EQUAL OPPORTUNITY EMPLOYERF

Mechworks Mechanical Contractors, Inc. is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other characteristic protected by law.

Note: This description covers the principal duties and responsibilities of the job. It is not a complete listing of all incidental or similar duties that may be required from day to day.