Office Administrator — Seasonal with Full-Time Potential

Bayside Mechanical has been keeping Cape Cod comfortable since 1978. We're a Carrier Factory Authorized Dealer and a family-owned company with a tight, capable team, and this summer, we need someone who can help us run the office the way we run our jobs: with precision, care, and follow-through. This role supports our Office Manager and Operations team with the full spectrum of daily administrative work. If you're someone who likes to stay organized, keep things moving, and actually see the impact of what you do, this is a great fit. Scheduling & Coordination Answer phones and assist customers with service inquiries, scheduling, and follow-up Coordinate service appointments and help optimize technician scheduling Manage the on-call calendar and handle rescheduling as needed Process time-off requests and keep the team calendar current Parts, Inventory & Warranties Source, quote, order, and track parts in coordination with the Office Manager Receive and verify incoming equipment; label, log, and distribute to technicians Identify and submit warranty claims; maintain short and long-term warranty records Service Plans & Customer Records Process service plan sign-ups and schedule associated maintenance appointments Maintain accurate customer records, warranty documentation, and service notes Review and update service tickets for accuracy, missing info, and required follow-ups Administrative & Office Support Scan, file, and maintain physical and digital records, keeping both systems accurate and current Assist the General Manager with payroll support and QuickBooks data entry Support the Construction Manager with material ordering and quote scheduling Help pull permits, track quotes, and assist with marketing coordination (social media, print, distribution) Participate in a shared weekend on-call phone rotation Qualifications Strong organizational skills — you like systems, you keep records clean, and things don't fall through the cracks on your watch Clear, professional communication with customers and colleagues Comfortable juggling multiple tasks and pivoting when priorities shift Experience with QuickBooks or similar accounting software is a plus Comfortable with both physical filing and digital document management Service industry or trade contractor experience is a bonus, but not required Reliable, self-directed, and genuinely invested in doing good work

WHAT WE OFFER W2

employment, this is not a gig, not a temp agency Seasonal position with a real possibility of becoming full-time for the right person A family-owned company with a long history and a team that takes care of each other A role where your work genuinely matters and is noticed

Pay:

$25.00 - $28.00 per hour

Work Location:

In person