Operations Administrator

Overview HuronWest Enterprises is hiring a Service Coordinator for a well-established commercial HVAC and mechanical services company in Livonia, MI. We are a small team serving a loyal commercial customer base with significant growth ahead of us. This is not a corporate job with a manual and a training program. You will be the operational backbone of a company in transformation with day-to-day activities managing phones, dispatch, invoicing, collections, and vendor coordination from Day 1 while helping us build the systems that don't exist yet. If you need someone to tell you what to do every morning, this isn't the role. If you see a problem and fix it before anyone asks, keep reading. What You'll Do Own the phones. Every inbound customer call comes through you. You are the first impression and the last line of defense on customer experience. Dispatch field technicians daily across a multi-county service territory. You'll learn each tech's strengths, manage their routes geographically, and keep jobs moving without gaps.

Run QuickBooks:

invoicing, payment entry, purchase orders, customer records, and basic reporting. If you've never touched QB, this isn't the role. If you can run a P&L report in your sleep, we want you. Chase money. Follow up on every outstanding receivable. Maintain the AR aging report. Process weekly payroll inputs and coordinate with our payroll provider. Manage vendor communications, parts ordering, and delivery scheduling. Build what doesn't exist. We are implementing a new dispatch and invoicing platform. You will have direct input into how it works because you're the one who has to use it every day. Your opinion matters and will shape the system. Preparing concise weekly reports for the management team: cash position, jobs completed, AR status, open issues. Keep it tight. No fluff. Handle the details that keep a business running: insurance certificates, permits, fleet paperwork, office supplies, filing — without being reminded. Who You Are You've worked in a trades or service company before — HVAC, plumbing, electrical, mechanical, construction. You know what a work order looks like. You've dispatched techs or coordinated field crews. You understand that when a customer's AC dies in July, "we'll get someone out next week" is not an acceptable answer. You're fast with QuickBooks. Invoicing, payment entry, basic reports and have used it in a service business before. You're organized without being rigid. Things change by the hour in a service business and you can easily navigate ambiguity and adapt. You take ownership. If something falls through the cracks, you don't say "nobody told me." You say "I should have caught that" and you make sure it doesn't happen again. You're direct. If a customer owes us $15,000 and hasn't returned three calls, you don't send a fourth email and hope. You pick up the phone and have the conversation. You show up. 7:30 AM, every day, ready. The techs depend on you for their daily assignments. If you're not there, nothing moves. You're comfortable with ambiguity. We're building this company in real time. Some days will be messy. You're the kind of person who finds that energizing, not stressful. Requirements 2+ years in office administration, dispatch, or service coordination in a trades/service environment Proficiency in QuickBooks Desktop or Online Strong phone presence and customer communication skills Experience with accounts receivable and collections follow-up Familiarity with Google Workspace Valid driver's license Reliable, punctual, and physically present — this is not a remote position Compensation $55,000 - $65,000 annually depending on experience. Full-time. Benefits discussed at interview. Growth opportunity in a company investing heavily in its future.

Pay:

$25.00 - $31.25 per hour

Benefits:

Employee discount Health insurance

Experience:

operations administration: 2 years (Required)

Work Location:

In person