Operations Success Manager
Tebarco Mechanical · Northfield, NJ
Operations Support Manager
Position Overview
As an Operations Support Manager at a Modigent operating company, you will provide administrative and operational support to help keep sales and project execution organized and moving efficiently. This role focuses on coordinating administrative processes, maintaining accurate documentation and systems, supporting internal teams, and facilitating communication between departments. The Operations Support Manager works closely with Sales, Project Management, Accounting, and field teams to support day-to-day business activities and ensure timely completion of administrative requirements. This generic role is designed for any Modigent operating company.
Duties and Responsibilities
- Provide day-to-day administrative and operational support for sales and project execution.
- Coordinate office and administrative workflows, including scheduling, correspondence, document preparation, supplies, visitor support, and general office needs.
- Assist the Sales team with contract processing, customer documentation, CRM updates, and follow-up activities.
- Coordinate project documentation, including job setup, scheduling support, required forms, close-out documentation, and record maintenance.
- Facilitate communication and information flow between Sales, Operations, Accounting, and field teams.
- Track required documentation, approvals, and administrative follow-up to help ensure timely completion of processes.
- Assist with billing readiness by reviewing documentation for completeness and coordinating timely handoff of required information to Accounting.
- Maintain accurate and organized electronic and physical files in accordance with company procedures.
- Enter, update, and maintain information in CRM, project management, ERP, and other company systems.
- Prepare reports, spreadsheets, presentations, correspondence, and other administrative materials as needed.
- Track deadlines, outstanding items, and follow-up activities to help ensure tasks are completed on time.
- Assist with customer, vendor, and internal communications, including responding to routine inquiries and coordinating information as needed.
- Support scheduling and coordination of meetings, site visits, customer interactions, and other operational activities.
- Maintain awareness of company procedures and assist teams with administrative compliance and documentation requirements.
- Assist with onboarding activities and administrative coordination for new employees, including preparation of documentation, system access requests, and other required materials.
- Provide administrative support for special projects, audits, reporting requirements, and other operating company initiatives.
- Perform other administrative and operational support duties as assigned.
Supervisory Responsibilities
No direct supervisory responsibilities. This position does not have management or leadership responsibility for employees. The role may coordinate tasks, information, and administrative activities across departments and may provide process or administrative guidance as needed.
Requirements/Qualifications
- Experience: 3+ years of office administration, operations support, sales support, project coordination, service coordination, or a related administrative role. Experience in commercial HVAC, plumbing, mechanical contracting, construction, or facilities services is preferred but not required.
- Education: High school diploma or GED required; associate or bachelor’s degree in Business, Construction Management, or a related field preferred.
- Physical Demands: Office-based role with prolonged computer use. Occasional travel or job site visits may be required.
- Work Environment/Safety: Professional office environment with hybrid options possible. This is not a safety-sensitive position.
Required Skills
- Strong organizational, administrative, follow-up, and multitasking skills.
- Excellent written and verbal communication skills with a professional, customer-focused demeanor.
- High attention to detail and commitment to accurate documentation and data entry.
- Ability to prioritize multiple administrative tasks and meet deadlines in a fast-paced environment.
- Strong proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
- Experience with CRM, project management, or ERP systems (e.g., Salesforce, Pipedrive, BuildOps, Procore, Sage, or similar) preferred.
- Ability to communicate effectively and coordinate information across multiple departments and stakeholders.
- Strong follow-through and ability to independently track outstanding items and deadlines.
- Ability to handle confidential and sensitive information with discretion.
- Process-oriented mindset with an interest in improving administrative workflows and reducing errors.
- Ability to work independently while also collaborating effectively with Sales, Operations, Accounting, and field teams.
Modigent Overview
Modigent is a national leader delivering next-generation infrastructure, technology, and energy solutions through our family of specialized brands in HVAC, plumbing, and controls systems. With a strong coast-to-coast presence and extensive service capabilities, we empower customers, communities, and our over 1,500 team members to thrive with sustainable, efficient commercial building services. As part of our team, you'll contribute to thoughtful innovation and our people-first culture rooted in service, collaboration, and integrity.
Why Work at Modigent
- Competitive compensation based on experience and level, with opportunities for performance incentives.
- Comprehensive benefits including medical, dental, and vision coverage, plus HSA options with employer contributions in select plans, and company-paid basic life and accidental death & dismemberment insurance.
- Paid time off, holiday pay, and a 401(k) retirement savings plan to support your long-term financial well-being.
- Professional development through hands-on training, mentorship, and clear career advancement paths across our nationwide operating companies.
- Inclusive, supportive culture that values diversity, dignity, respect, collaboration, integrity, and personal fulfillment—empowering you to build a rewarding, long-term career.
Equal Opportunity Statement
Modigent is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We do not discriminate on the basis of race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other protected characteristic.
Third-Party Recruitment Policy
Modigent and its wholly-owned operating companies will not pay any fees for candidate introductions, resumes, or placements from recruiters, employment agencies, or staffing firms without a prior, signed recruitment agreement specifically authorizing submission for a designated position. Unsolicited resumes or candidate submissions will not obligate Modigent to any payment, and we reserve the right to pursue and hire such candidates without liability. Agencies are requested to refrain from contacting hiring managers directly; all inquiries and submissions must go through our Talent Acquisition team.