Office & Operations Support Specialist This is a full-time, on-site position based in Ellington, CT. Applicants must be able to reliably commute daily. Remote candidates and relocation-based applicants will not be considered. Hugh's Mechanical Equipment Full-Time | In Person | Monday to

Friday Pay:

$28.00-$32.00 per hour, based on experience About the Role Hugh's Mechanical Equipment is seeking a detail-oriented Office & Operations Support Specialist to support office workflow, service documentation, scheduling support, report processing, compliance-related paperwork, and general administrative support. This role is not a front-desk-only or basic clerical position. It requires strong follow-through, organization, document accuracy, and the ability to manage multiple operational workflows at once. The right candidate will be dependable, coachable, organized, and comfortable working in a fast-paced service environment where accuracy, communication, and follow-through matter. Key Responsibilities Answer and screen incoming phone calls, take messages, forward calls, and assist with incoming service calls and scheduling Support scheduling of service work and help maintain daily office workflow Process completed work orders from technician handoff through office completion Track down missing information, ensure documentation is complete, and maintain internal checklists Review, organize, and process service-related photos and save them to the correct customer folders Follow up with technicians when required documentation or photos are missing Assist with inspection and testing report review, finalization, and distribution Support inspection-related administrative workflows including reports, invoicing support, and record tracking Assist with fuel analysis reporting and coordination Maintain job books, internal worksheets, HME PO numbers, and other operational records Receive, sort, and process incoming mail and perform general clerical office support Serve as backup support to the main office admin when needed, including payroll and QuickBooks Assist in managing third-party customer and vendor portals, including account emails, monthly reviews, reporting, and corrective action follow-up Track technician certifications, maintain certification records, schedule training, and update certification lists Manage CT EzFile-related administrative tasks, including annual filing lists, subscriber agreements, quotes, notices, compliance paperwork, invoicing support, and payment tracking Assist with permit filings, including building permits, AST/UST tank permits, and tank removal documentation Help manage monthly equipment testing records by collecting technician checklists, verifying completion, and filing records properly Maintain accurate digital and physical filing systems Follow company SOPs and workflow processes consistently Provide backup support across office and operations functions as business needs require Required Qualifications Minimum 2 years of office experience required High school diploma or higher education required Proficiency in Microsoft Office Suite, including Word, Excel, and Outlook Strong data entry skills with a high level of accuracy Strong attention to detail and organizational ability Strong communication and problem-solving skills Ability to multitask and manage shifting priorities Ability to follow procedures, workflows, and checklists Ability to work independently and take ownership of assigned tasks Professional, dependable, and coachable attitude Final candidates must complete professional reference checks prior to offer Preferred Qualifications Experience in a small business, service company, mechanical contractor, fuel tank, construction, HVAC, plumbing, petroleum, or other technical office environment Experience supporting scheduling, work order processing, service documentation, reporting, compliance paperwork, or customer/vendor portals What We Provide On-the-job training Dedicated personal workspace Health, dental, and vision insurance Paid time off 401(k) with company match Profit-sharing opportunities Supportive team environment with long-term growth potential Why This Role Matters This position plays a key role in keeping office, field, reporting, and compliance workflows moving accurately and efficiently. Success in this role requires someone who is organized, responsive, detail-oriented, and able to keep multiple priorities moving without letting things fall through the cracks. If you are dependable, accurate, and ready to grow into an important support role within a strong service business, we want to hear from you.

Job Type:

Full-time Work Location:

In person

Job Type:

Full-time Pay:

$28.00 - $32.00 per hour

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance Application Question(s): Are you able to reliably commute to Ellington, CT 06029 for a full-time, in-person position?

Answers:

Yes or No Experience:

Office:

2 years (Required)

Work Location:

In person