Administrative Assistant

Administrative \& Operations Coordinator: Full\-Time \| Vortech Mechanical Corp. \| Ronkonkoma, NY Ready to Take the Next Step in Your Administrative Career? If you've spent the last few years as an Administrative Assistant, Executive Assistant, Office Coordinator, Project Coordinator, or similar support professional and are ready for more responsibility, this may be the opportunity you're looking for. Vortech Mechanical Corp. is an established, growing commercial HVAC contractor with more than $10 million in annual revenue and three core departments—Accounting, Service, and Installations. We're looking for a sharp, highly organized professional who has mastered the fundamentals of administrative support and is ready to step into a broader role with more ownership, responsibility, and direct involvement in how the business operates. This is not an entry\-level administrative position. We're looking for someone who wants to become an important part of how a growing company is organized, supported, and built for the future. The Opportunity As our Administrative \& Operations Coordinator, you'll work across multiple areas of the business and help keep people, information, schedules, and priorities organized. More importantly, you'll have the opportunity to work directly with ownership to improve how the company operates behind the scenes. As Vortech continues to grow, we're focused on building stronger internal infrastructure and creating healthy, efficient workflows between our Accounting, Service, and Installation departments. You'll help identify where processes can be improved, where communication is breaking down, and where better systems can make our teams more effective. Rather than simply maintaining existing processes, we want someone who is excited to help build better ones. You'll gain exposure to Accounting, Service, Installations, project administration, customer service, and company operations while working closely with ownership and department personnel. For someone looking to advance beyond a traditional assistant position, this is an opportunity to learn how a growing company operates and have a meaningful role in building the systems and structure that support its continued growth. What You'll Be Responsible For Coordinate administrative needs across Accounting, Service, and Installations. Work directly with ownership on operational and administrative priorities. Help develop and maintain healthy, efficient workflows between departments. Identify bottlenecks, communication gaps, duplicated work, and processes that need improvement. Help build stronger administrative systems and infrastructure as the company grows. Create organization and accountability around recurring processes, open items, and departmental handoffs. Help document and standardize internal processes so responsibilities and workflows are clear. Help keep schedules, documentation, priorities, and outstanding items organized. Communicate professionally with customers, vendors, technicians, project managers, and company leadership. Manage incoming calls, emails, internal requests, and follow\-up items. Support invoice processing, data entry, purchasing documentation, and administrative accounting functions. Assist with installation paperwork, permits, project tracking, and job documentation. Track open items and follow through with the appropriate people until they are resolved. Maintain accurate information within company software and internal systems. Take ownership of additional responsibilities as your understanding of the business grows. Who We're Looking For We're looking for someone who has already developed strong administrative skills and is ready for the next level of their career. You may currently be an Administrative Assistant, Executive Assistant, Office Coordinator, Project Coordinator, Service Coordinator, or similar professional who knows they're capable of contributing at a higher level. Our ideal candidate: Has 3\+ years of strong administrative or coordination experience. Is exceptionally organized and detail\-oriented. Has excellent written and verbal communication skills. Thinks in terms of systems, processes, and solutions, not just individual tasks. Enjoys bringing structure and organization to busy environments. Can recognize an inefficient process and help develop a better way of doing it. Is confident communicating directly with ownership and department leaders. Knows how to prioritize without needing constant direction. Takes ownership of responsibilities and follows through. Is comfortable managing multiple priorities in a fast\-moving environment. Learns new systems and processes quickly. Notices when something is falling through the cracks—and does something about it. Wants to understand why the business operates the way it does, not simply complete assigned tasks. Is looking for a company where strong performance can lead to greater responsibility, career advancement, and increased compensation opportunities. Experience in HVAC, construction, mechanical contracting, property management, facilities, or another service\-based industry is highly valued, but we are willing to train the right high\-performing candidate. Preferred Experience Microsoft Outlook, Excel, and Word QuickBooks or similar accounting software BuildOps or construction management software Scheduling and customer coordination Invoicing and purchase order administration Project or service documentation Supporting multiple departments or managers Process documentation or workflow improvement Why Join Vortech? This role is designed for someone who wants more than another assistant position. You'll have the opportunity to work directly with ownership, learn multiple sides of a growing business, and contribute ideas that can have a real impact on how the company operates. We're not looking for someone to simply inherit a set of administrative tasks. We want someone who can eventually help us create better systems, strengthen communication between departments, improve accountability, and build the internal infrastructure necessary to support continued growth. We offer: Full\-time, Monday–Friday employment Competitive compensation based on experience Health, dental, and vision insurance 401(k) retirement plan Paid time off (PTO) and paid holidays Training on company systems and processes Direct interaction with company ownership Exposure to multiple departments and business operations The opportunity to help shape internal processes and workflows Opportunity for increased responsibility, career advancement, and compensation growth Stable employment with an established and growing company A professional environment where initiative, problem\-solving, and strong performance are recognized Where This Role Can Go We are looking for someone we can invest in for the long term. A successful candidate will have the opportunity to expand beyond traditional administrative support and become increasingly involved in operations, process improvement, office management, departmental coordination, and company\-wide initiatives. As you learn the business and demonstrate your abilities, we want you to become someone ownership and department leaders can rely on to identify problems, create structure, improve workflows, and help turn ideas into repeatable processes. If you've built a strong foundation as an administrative professional and are ready to move into a position where you can take ownership, work directly with leadership, improve how a company operates, and grow into something bigger, we'd like to hear from you. Job Type: Full\-Time Schedule: Monday–Friday Location: Ronkonkoma, NY Compensation: Competitive and based on experience Vortech Mechanical Corp. is an equal opportunity employer. Pay: $20\.00 \- $35\.00 per hour Benefits: 401(k) Dental insurance Flexible schedule Health insurance Paid time off * Vision insurance Work Location: In person