Seasonal Operations Admin

Air Comfort, Inc; Danvers (MA); On-site; USD 42,000 - 63,000; Full time

Job summary

Air Comfort, Inc in Danvers, MA is seeking an Operations Admin to support daily branch operations, payroll, invoicing, records, and SOP maintenance. You will drive process improvements, coordinate with teams, and help ensure smooth seasonal workflows.

The role emphasizes CRM data integrity, scheduling, and occasional travel to other branches, with typical 8-5 hours Monday through Friday and a focus on accuracy, teamwork, and accountability.

Qualifications

• Advanced experience and knowledge of CRM systems.
• Effective written and oral communication skills.
• Excellent time management, interpersonal, and organizational skills.
• Proficiency with Microsoft Office programs, including Excel.
• Strong attention to detail and ability to multi-task.
• Adaptability to new processes in a fast-paced environment.
• Possession of a working smartphone.
• Current driver’s license and reliable transportation.

Responsibilities

• Monitor daily timesheet activity and complete accurate, timely payroll submissions for the branch.
• Oversee the subcontractor invoice approval process, resolve invoice-related issues, and ensure invoices match operational systems.
• Manage recruiting cold calls, onboarding processes, and collection of required documents (e.g., driver’s licenses, certificates of insurance, medical cards).
• Conduct customer analysis and maintain up-to-date customer profiles in the CRM system.
• Train, schedule, and oversee event dispatch operations.
• Continuously update operations systems to align with the landscape/snow calendar and job flow.
• Assist in developing, implementing, and ensuring accountability for company SOPs.
• Maintain uniform inventory and ensure proper organization.
• Perform general office administration duties as assigned by the Branch Operations Manager.
• Attend and document pre- and post-storm meetings, oversee timesheet activity during snow events, and ensure accurate data collection and communication.
• Travel to various branch locations as needed to support process improvement and attend branch meetings.

Skills

CRM systems

Written & verbal communication

Time management

Interpersonal skills

Organizational skills

Attention to detail

Adaptability

Tools

Microsoft Excel

CRM software

Job description

Join a collaborative and fast-paced team dedicated to operational excellence and continuous improvement. Our company’s mission is “To succeed together,” and we live by our core values: showing urgency, building strong relationships, taking ownership, growing and learning, and always doing what’s best for the team. As an Operations Admin, you will play a vital role in supporting daily branch operations, ensuring accurate payroll and invoicing, maintaining essential records, and contributing to the smooth execution of both routine and seasonal activities. This is an excellent opportunity for someone who thrives in a dynamic environment and is passionate about process improvement and teamwork.

Responsibilities

• Monitor daily timesheet activity and complete accurate, timely payroll submissions for the branch.
• Oversee the subcontractor invoice approval process, resolve invoice-related issues, and ensure invoices match operational systems.
• Manage recruiting cold calls, onboarding processes, and collection of required documents (e.g., driver’s licenses, certificates of insurance, medical cards).
• Conduct customer analysis and maintain up-to-date customer profiles in the CRM system.
• Train, schedule, and oversee event dispatch operations.
• Continuously update operations systems to align with the landscape/snow calendar and job flow.
• Assist in developing, implementing, and ensuring accountability for company standard operating procedures (SOPs).
• Maintain uniform inventory and ensure proper organization.
• Perform general office administration duties as assigned by the Branch Operations Manager.
• Attend and document pre- and post-storm meetings, oversee timesheet activity during snow events, and ensure accurate data collection and communication.
• Travel to various branch locations as needed to support process improvement and attend branch meetings.

Qualifications

• Advanced experience and knowledge of CRM systems.
• Effective written and oral communication skills.
• Excellent time management, interpersonal, and organizational skills.
• Proficiency with Microsoft Office programs, including Excel.
• Strong attention to detail and ability to multi-task.
• Adaptability to new processes in a fast-paced environment.
• Possession of a working smartphone.
• Current driver’s license and reliable transportation.

Work Environment & Schedule

• Ability to perform complex tasks independently in a generally quiet office environment, with occasional exposure to dust and fluctuating indoor temperatures.
• Active role requiring standing, walking, and working extended hours, especially during peak seasons.
• Typical hours are Monday through Friday, 8:00 AM to 5:00 PM, with a 30-minute lunch break. Extended hours and varying schedules may be required during peak season.