Operations Assistant

About the Role

We are currently seeking an experienced Operations Assistant to join our fast-growing team. They will provide cross-functional support to Accounts Payable and Shop/Warehouse departments. This position assists with administrative and operational tasks to support accurate documentation, timely processing, effective communication, and efficient day-to-day operations across both areas.

Responsibilities

• Assist with daily Accounts Payable functions under the direction of the Business Services Manager.
• Monitor the Accounts Payable email inbox and assist with receiving, reviewing, and entering vendor invoices.
• Assist with obtaining missing purchase orders, receipts, approvals, or other supporting documentation.
• Maintain accurate vendor information and organized Accounts Payable records.
• Help research and resolve routine invoice discrepancies and vendor questions.
• Provide backup support for routine Accounts Payable responsibilities as needed.
• Assist the Warehouse Manager with daily shop and warehouse operations.
• Assist with receiving incoming materials, parts, equipment, and supplies and verify quantities against purchase orders and packing slips.
• Identify and communicate receiving discrepancies, shortages, or damaged materials.
• Support parts and inventory management, including organizing, stocking, tracking, and maintaining accurate inventory records.
• Assist with monitoring inventory levels and identifying parts or materials that may need to be reordered.
• Support logistics associated with deliveries, pickups, shipments, and material transfers.
• Help maintain a clean, safe, organized, and efficient shop and warehouse environment.
• Achievement of established goals and objectives – safety, financial, cultural, brand reputation.
• Elite level of customer service, to ensure we continue to be the first call our customers make for their HVAC and mechanical services needs.

Qualifications

• High school diploma or equivalent required.
• Previous administrative, operations, accounting, field service, warehouse, or related experience preferred.
• Able to maintain a state driver's license.
• Working knowledge of VISTA by Viewpoint is preferred.
• Ability to learn company accounting, field service, and operational software systems.
• Strong organizational and time management skills with the ability to multitask and prioritize effectively.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new software systems.
• Excellent written and verbal communication skills.
• Detail-oriented with strong problem-solving skills and a proactive attitude.

Skills & Abilities

• Ability to read and comprehend written instructions, emails, and business correspondence.
• Strong written communication skills for drafting emails, reports, and internal documents.
• Ability to effectively present information in one-on-one and small group settings with employees, customers, and vendors.
• Proficiency in basic arithmetic, including addition, subtraction, multiplication, and division.
• Ability to work with percentages, ratios, and basic financial calculations.
• Comfort with spreadsheets and data entry for tracking expenses, reports, and administrative tasks.
• Strong problem-solving skills with the ability to follow written, verbal, or visual instructions.
• Ability to prioritize multiple tasks, manage deadlines, and adapt to changing priorities.
• Attention to detail and sound judgment in handling confidential information.
• While performing the duties of this role, the employee is regularly required to sit, use hands for typing and office-related tasks, and communicate clearly.
• The employee may occasionally need to stand, walk, or lift office materials up to 25 pounds.
• Vision requirements include close vision for computer work and the ability to adjust focus.

Benefits

• Competitive Weekly Pay
• Comprehensive Healthcare Coverage - Medical, Dental, Vision, + More (Includes some 100% Company-paid plans)
• Financial Resources - 401(k) Retirement Savings Plan with a 5% match, Life Insurance, Short & Long-Term Disability
• Time-Off & Holidays - Up to 4 weeks of Paid Off, 9 Paid Holidays + Veterans Day for Veterans
• Career Growth & Development - Company-sponsored education and career advancement programs like the FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program
• Generous Referral Bonus of $2,500 per referral
• Role-Specific Perks - Company vehicle or allowance, mobile phone or phone allowance, uniforms, and work boot allowances

Location: Wellsville, NY. This position reports directly to the Local Business Services Manager.