Operations Coordinator

Mechanical Service Corporation; Whippany (NJ); On-site; USD 75,000 - 90,000; Full time

Benefits offered by this job

Paid time off

Health insurance

401(k) with company match

Disability insurance

Professional development opportunities

Job summary

Mechanical Service Corporation in Whippany, NJ is seeking an Operations Coordinator to bring structure and efficiency to a growing company. The role focuses on turning leadership decisions into actionable plans and documenting processes while supporting new workflows during system implementations.

You will help document changes as ServiceTrade and Business Central roll out, maintain SOPs, and coordinate executive-level calendars and communications.

Qualifications

• Experience in operations, project coordination, process improvement, business administration, or systems support.
• Strong organizational and communication skills with attention to detail.
• Ability to independently research and learn unfamiliar systems and processes.
• Proficient in MS Office, especially Excel, Outlook, and Teams.

Responsibilities

• Turn leadership decisions into clear action steps with owners and deadlines.
• Track action items and initiatives across departments and follow up until completion.
• Review weekly KPI reports and address overdue or high‑risk items.

Skills

Operations coordination

Project coordination

Process improvement

Business administration

Systems support

Microsoft Office (Excel/Outlook/Teams)

Tools

Zoho

Power BI

ServiceTrade

Business Central

Microsoft Office

Job description

Now Hiring · Whippany, NJ

Mechanical Service Corporation (MSC) is a union service specialist in commercial/industrial HVAC, process cooling, and building automation systems. We’re looking for a resourceful, organized Operations Coordinator to help bring structure and efficiency to a growing company.

AT A GLANCE

• Position: Operations Coordinator
• Reports To: Director of Business Operations/President
• Location: Whippany, NJ (in person)
• Schedule: Full-time
• Salary: $75,000 – $90,000, based on experience

ABOUT THE ROLE

This role is for someone who enjoys solving problems, learning new systems, and turning messy ideas into practical solutions. You’ll keep leadership priorities moving into day-to-day execution, combining ownership of key recurring functions with hands‑on project work: researching tools, improving workflows, and building processes that last.

As MSC implements ServiceTrade and Business Central, this role will help document the changes and support new workflows. You don’t need to know every system we use. Curiosity, resourcefulness, and the ability to learn unfamiliar tools matter more.

WHAT YOU’LL DO

Operations Coordination & Follow-Through

• Turn leadership decisions into clear action steps with owners and deadlines.
• Track action items and key initiatives across departments, and follow up until they’re complete.
• Review weekly reports for KPI issues and elevate overdue or higher‑risk items.

Process Improvement & Systems Support

• Spot inefficient workflows, administrative gaps, and unclear ownership, and bring improvement ideas forward.
• Research new tools and evaluate how they could improve or automate workflows.
• Build and maintain trackers, forms, checklists, calendars, and workflows using tools such as Zoho and Microsoft Office.
• Support testing, rollout, and user documentation for new systems and solutions.

SOP & Process Documentation

• Work with process owners to turn established workflows into clear Standard Operating Procedures (SOPs), checklists, and reference materials.
• Maintain MSC’s centralized SOP inventory, including ownership, review dates, and revisions, and make sure employees can find current procedures.

Safety & Compliance Coordination

• Coordinate MSC’s ongoing safety and compliance programs alongside internal experts and outside safety/EHS resources.
• Maintain a master compliance calendar for training, certifications, licenses, inspections, renewals, and filings, and follow up on upcoming deadlines.

Executive & Leadership Coordination

• Manage and prioritize the President’s calendar, meetings, site visits, and incoming requests.
• Manage the President’s CRM account and quote follow‑up, and keep related project files and job records organized.
• Provide coordination support to the Director of Business Operations and the leadership team.

WHAT YOU BRING

Required

• Experience in operations, project coordination, process improvement, business administration, or systems support.
• Strong organizational, communication, and follow-through skills, with close attention to detail.
• Ability to independently research and learn unfamiliar systems and processes.
• Strong working knowledge of Microsoft Office, particularly Excel, Outlook, and Teams.
• Ability to manage multiple priorities and move between project work and recurring responsibilities.
• Sound judgment about when to move work forward and when to elevate a decision.

Preferred

• Experience with Zoho, Power BI, ServiceTrade, Business Central, or similar workflow, CRM, ERP, or low-code platforms.
• Previous experience in construction, HVAC, or a service industry.
• Experience building or maintaining operational processes and documentation.

You’ll Thrive Here If You

• Enjoy taking something messy or unclear and creating structure around it.
• Notice and flag gaps instead of working around them.
• Finish what you start and document what you build.
• Are comfortable in a growing company where priorities evolve.

WHAT WE OFFER

• Salary range of $75,000 to $90,000, based on experience.
• Paid time off and employer‑subsidized health insurance.
• 401(k) with company match.
• Short-term and long-term disability insurance.
• Professional development opportunities.
• A stable, growing company with an excellent reputation and a collaborative team.

MSC is an equal opportunity employer committed to diversity and inclusion in the workplace.