Office Operations Coordinator

Mechworks Mechanical • Cary, NC

5d • Onsite

About The Position

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.

Requirements

• 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.

Nice To Haves

• 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.

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, 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.
• 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.
• 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.
• 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 escalate unresolved issues to [IT / the vendor] 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.
• Follow all company safety policies, including wearing required personal protective equipment during any job site visit.

Benefits

• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED