Operations Specialist

Capstone Mechanical, LP.; Fort Myers (FL); On-site; USD 42,000 - 60,000; Full time

Job summary

Capstone Mechanical, LP. is seeking an Operations Specialist to provide administrative support to the Project Department in Fort Myers, coordinating with Purchasing, Service, and Accounting to ensure smooth workflow across the project lifecycle.

The role includes assisting with awards, submittals, subcontract processes, PO entry, change orders, permitting, and closeout documents, while handling routine office tasks and communications with vendors and field teams.

Qualifications

• High School Diploma or equivalent and 3 years in an office setting.
• Some basic accounting experience.

Responsibilities

• Assist with setting up Awarded Projects and Project Coordination.
• Assist with Submittal Process.
• Assist with Subcontract Agreement Process.
• Assist with backup Purchase Order entry process.
• Assist with Change Orders Process.
• Assist with Permitting and Inspection Process.
• Manage level sets data and lien rights for projects and large work order.
• Assist with Closeout documents – OMs.
• Prepare documents for CTC and maintain COIs.
• Process and renew all company licenses.
• Attend meetings and take notes.
• Maintain Field Team folder on Server for Foreman access.
• Answer and direct incoming calls.
• Sort and distribute mail.
• Coordinate company events.
• Prepare vendor payment invoices and FedEx shipments.
• Maintain office supplies and inventory.
• Assist service and accounting with filing.
• Make travel arrangements.
• Any other duties as assigned by management.

Skills

Administrative tasks

Attention to detail

Multitasking

Written and verbal communication

Microsoft Office

Education

High School Diploma

GED or High School Equivalence

Tools

Microsoft Office

Job description

Located in the Page Mechanical Group office, Fort Myers.

The Operations Specialist provides administrative support to the Project Department while coordinating with Purchasing, Service, and Accounting to ensure efficient workflow and successful completion of all phases of the project lifecycle.

Specific duties and responsibilities include, but are not limited to:

• Assist with setting up Awarded Projects and Project Coordination
• Assist with Submittal Process
• Assist with Subcontract Agreement Process
• Assist with backup Purchase Order entry process
• Assist with Change Orders Process
• Assist with Permitting and Inspection Process
• Manage level sets data and lien rights for projects and large work order
• Assist with Closeout documents – O&Ms
• Additional Responsibilities
  • Prepare documents for CTC
  • Maintain all COIs for all departments
  • Process and renew all company licenses
  • Attend meetings as assigned – take and distribute notes
  • Maintain and organize Field Team folder on Server for Foreman access
  • Answer and direct all incoming calls
  • Sort and distribute incoming mail
  • Assist coordinate company events
  • Prepare vendor payment invoices for mailing as directed by
  • Prepare FedEx shipments for pick
  • Prepare office supplies orders and maintain inventory stock
  • Assist service and accounting with filing
  • Make travel arrangement if required
  • Any other duties as assigned by management

Required Education/Experience:

• High School Diploma (or GED or High School Equivalence Certificate) and work experience of 3 years in an office setting.
• Some basic accounting experience.

Competencies:

• Administrative skills and experience.
• Attention to detail and ability to work independently.
• Organized with the ability to multi-task in a fast-paced environment.
• Excellent verbal and written communication skills.
• Personal computer skills, strong typing ability, and knowledge of Microsoft Office.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This position is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand, as necessary.

Work Environment

This job operates in both an office and a field environment. Must be able to sit and/or stand for extended periods of time.

Reasonable Accommodation

Reasonable accommodation will be made to enable individuals with disabilities to perform the essential job functions unless doing so presents an undue hardship on the Company’s business operations.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Employee Acknowledgement

Employee understands the above job description and agrees to comply with and be subject to its conditions. Employee further agrees this job description does not alter his/her at-will employment status. Employee understands that the Company reserves the right to delegate, remove, expand or change any and all responsibilities. Employee acknowledges that he/she can fulfill the above duties with or without reasonable accommodation.

This position is not eligible for employer visa sponsorship.

Equal Opportunity Employer/Protected Veterans/Individuals with Disabilities

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.