Administrative Coordinator and Financial Specialist

2 weeks ago

Upper Marlboro, Maryland, United States Horizon Mechanical Services LLC Full time
Job Overview

FLSA Status: Non-Exempt

Work Hours: 8:00 AM – 5:00 PM

Direct Report: President & CEO (Monday through Friday)

Lunch: One Hour

Position Summary

The Administrative Coordinator and Financial Specialist is responsible for orchestrating the daily operational functions of the organization. This role includes providing essential support to both technical and executive leadership, ensuring that all internal and external stakeholders receive exemplary service. Note: Due to the nature of sensitive information handled, this position requires a credit and criminal background check prior to employment.

Key Responsibilities

  • Manage activities related to client services, ensuring timely responses to inquiries and communications.
  • Assist in the research and analysis for project logistics in response to Requests for Proposals (RFPs) and Requests for Quotes (RFQs).
  • Communicate effectively with Contracting Officers, General Contractors, and Vendors regarding bid projects.
  • Procure necessary office supplies and materials for operational needs.
  • Oversee incoming and outgoing deliveries, ensuring proper handling and documentation.
  • Support the preparation of pay applications and maintain accurate financial records in accounting software.
  • Coordinate customer appointments and maintain schedules for service technicians.
  • Prepare monthly financial reports for the President's review, including accounts receivable and balance sheets.
  • Facilitate the processing of accounts payable and ensure timely payments.
  • Conduct daily meetings with the President to align on operational priorities.
  • Maintain organized electronic and physical filing systems.
  • Track and manage business licenses, certifications, and vehicle registrations.
  • Assist with insurance documentation and compliance audits.
  • Organize corporate events, meetings, and training sessions.
  • Provide support to the accounting team as needed.
  • Monitor daily expenditures and maintain accurate financial records.
  • Ensure effective communication with customers and vendors via email and phone.
  • Update subcontractor documentation and manage insurance requirements.
  • Conduct payroll processing and maintain employee records.
  • Manage job postings, interview scheduling, and onboarding for new hires.
  • Perform additional duties as assigned.

Qualifications

A Bachelor's degree in Business Administration or a related field is required, along with five to seven years of experience in operations management. Candidates should possess strong administrative skills, proficiency in Microsoft Office Suite, and familiarity with QuickBooks. A notary certification is also required.

Experience Requirements

Approximately six to twelve months of on-the-job training is expected to become familiar with company operations and procedures.

Problem-Solving Skills

This role demands a high level of analytical thinking to navigate complex situations effectively.

Interpersonal Skills

Strong communication and interpersonal skills are essential for collaborating with management and colleagues.

Company Overview

Horizon Mechanical Services LLC specializes in commercial air conditioning, controls, and heating services. Our expertise includes service, commissioning, new equipment startup, maintenance, and repair of various HVAC systems. We pride ourselves on delivering quality service and are committed to excellence in our field.

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