Administrative Operations Coordinator - Full-time

About Us

Schaefer Mechanical Services is a growing mechanical contracting company serving Maryland and surrounding areas. We take pride in delivering quality work and maintaining a strong company culture built on integrity, teamwork, and continuous improvement.

We are seeking a detail-oriented and motivated Administrative Operations Coordinator to join our team. This role is ideal for someone who enjoys working with numbers, supporting operations, and helping keep a dynamic office running smoothly.

Position Summary

The Administrative Operations Coordinator is responsible for supporting the day-to-day administrative and financial operations of the company. This includes bookkeeping tasks, certified payroll processing, clerical duties, and assisting with various operational functions.

Key Responsibilities

Bookkeeping & Financial Support

• Enter and reconcile invoices, credits, and payments in QuickBooks
• Match receipts and statements to ensure accuracy
• Maintain spreadsheets for rebates, job costing, and compliance

Certified Payroll & Compliance

• Prepare and submit certified payroll reports for multiple job sites
• Assign fringe benefits and track labor compliance documentation
• Assist with government reporting requirements

Administrative & Office Support

• Answer incoming calls and schedule service appointments
• Maintain employee records, files, and calendars
• Order supplies and manage inventory
• Assist with mail processing and document scanning
• Support event coordination for company meetings and celebrations

Data & Systems Management

• Input and update records in QuickBooks, Workiz, BambooHR, and other platforms
• Import customer information and ensure accurate data entry
• Generate reports and assist with process improvements

Professional Development

• Participate in company-sponsored training and certifications
• Take on additional financial analysis responsibilities after completing training

Qualifications

• 2+ years of experience in administrative, bookkeeping, or office support roles
• Proficiency in QuickBooks or similar accounting software preferred
• Familiarity with payroll or certified payroll processes is a plus
• Strong organizational skills and attention to detail
• Excellent communication and customer service abilities
• Ability to manage multiple tasks and deadlines
• Comfortable learning new software systems and processes

Compensation & Benefits

• Starting Pay: $20/hour
• Schedule: Full-time, Monday–Friday
• Professional Development: Company-sponsored FMVA (Financial Modeling & Valuation Analyst) certification
• Post-Certification Pay Increase: Raise to $25/hour upon successful completion of training
• Health, dental, and vision insurance options
• Paid time off, holiday pay, and other benefits per company policy
• Supportive team culture and opportunities for growth

How to Apply

If you are interested in joining our team, please submit your resume and a brief cover letter outlining your experience and interest in the role. We look forward to hearing from you!

Schaefer Mechanical Services, Inc. is an Equal Opportunity Employer.