Administrative Operations Coordinator at Siegman Forced Air Systems

Westminster, Maryland, United States -

Full Time

Start Date

Immediate

Expiry Date

09 May, 26

Salary

20.0

Posted On

08 Feb, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Bookkeeping, Financial Support, Payroll Processing, Clerical Duties, Organizational Skills, Attention to Detail, Communication, Customer Service, Data Management, QuickBooks, Spreadsheet Maintenance, Event Coordination, Software Learning, Inventory Management, Compliance Tracking, Report Generation

Industry

Consumer Services

Description

About Us Schaefer Mechanical Services is a growing mechanical contracting company serving Maryland and surrounding areas. We take pride in delivering quality work and maintaining a strong company culture built on integrity, teamwork, and continuous improvement. We are seeking a detail-oriented and motivated Administrative Operations Coordinator to join our team. This role is ideal for someone who enjoys working with numbers, supporting operations, and helping keep a dynamic office running smoothly. Position Summary The Administrative Operations Coordinator is responsible for supporting the day-to-day administrative and financial operations of the company. This includes bookkeeping tasks, certified payroll processing, clerical duties, and assisting with various operational functions. Key Responsibilities Bookkeeping & Financial Support Enter and reconcile invoices, credits, and payments in QuickBooks Match receipts and statements to ensure accuracy Maintain spreadsheets for rebates, job costing, and compliance Certified Payroll & Compliance Prepare and submit certified payroll reports for multiple job sites Assign fringe benefits and track labor compliance documentation Assist with government reporting requirements Administrative & Office Support Answer incoming calls and schedule service appointments Maintain employee records, files, and calendars Order supplies and manage inventory Assist with mail processing and document scanning Support event coordination for company meetings and celebrations Data & Systems Management Input and update records in QuickBooks, Workiz, BambooHR, and other platforms Import customer information and ensure accurate data entry Generate reports and assist with process improvements Professional Development Participate in company-sponsored training and certifications Take on additional financial analysis responsibilities after completing training Qualifications 2+ years of experience in administrative, bookkeeping, or office support roles Proficiency in QuickBooks or similar accounting software preferred Familiarity with payroll or certified payroll processes is a plus Strong organizational skills and attention to detail Excellent communication and customer service abilities Ability to manage multiple tasks and deadlines Comfortable learning new software systems and processes Compensation & Benefits Starting Pay: $20/hour Schedule: Full-time, Monday–Friday Professional Development: Company-sponsored FMVA (Financial Modeling & Valuation Analyst) certification Post-Certification Pay Increase: Raise to $25/hour upon successful completion of training Health, dental, and vision insurance options Paid time off, holiday pay, and other benefits per company policy Supportive team culture and opportunities for growth How to Apply If you are interested in joining our team, please submit your resume and a brief cover letter outlining your experience and interest in the role. We look forward to hearing from you! Schaefer Mechanical Services, Inc. is an Equal Opportunity Employer. Location Westminster, Maryland Department Administration & Support Employment Type Full-Time Minimum Experience Entry-level Compensation $20/hr+

Responsibilities

The Administrative Operations Coordinator supports the day-to-day administrative and financial operations of the company, including bookkeeping, payroll processing, and clerical duties. This role also assists with various operational functions to ensure the office runs smoothly.