Operations Assistant Jobs in Rhode Island (NOW HIRING)

Founded in 2005, MJ Electric & Refrigeration is a trusted, locally owned, and women-owned company providing high-quality electrical, refrigeration, and HVAC services to residential and commercial customers. Known for their commitment to reliability, customer service, and technical expertise, MJ Electric & Refrigeration takes pride in building long-term relationships with clients and delivering solutions that keep homes and businesses running efficiently. As a growing company, they value teamwork, accountability, and employees who are passionate about providing exceptional service.

We are looking for a sharp, organized, and personable Service Operations Coordinator to be the operational backbone of our business. This is a critical in-office role at the intersection of client service, scheduling, invoicing, and financial administration.
 

You’ll help guide our clients through the full service experience from the first phone call to scheduling & communication to  successful project completion. If you thrive in a fast-paced environment, take ownership of your work, and love bringing order to complexity, this role is for you.
This is an in-person role. The ideal hours are 7 am - 3 pm EST. Hours are flexible for the right candidate. 

The ideal candidate is the kind of person who doesn't wait to be told what to do, sees what needs to happen, and makes it happen. Communicates professionally, follows through on commitments, and takes pride in keeping things organized and accurate. Comfortable managing multiple priorities at once, handling difficult situations with poise, and working independently within clear processes.

• Serve as the primary point of contact for incoming customer calls and service requests
• Gather accurate job details and set clear expectations with customers
• Provide proactive communication regarding scheduling updates, delays, and service changes
• Resolve customer concerns professionally and ensure a positive customer experience
• Maintain detailed documentation and follow-up on all customer interactions
• Contact all new customers within 24 hours of inquiry
• Schedule service calls based on urgency, geography, and technician expertise
• Coordinate and optimize daily technician schedules and routes
• Adjust schedules in real time to accommodate emergencies and operational changes
• Confirm appointments and maintain accurate scheduling records
• Generate and send invoices promptly following service completion
• Review technician notes to ensure billing accuracy and completeness
• Monitor accounts receivable aging and follow up on outstanding balances
• Maintain accurate records of billing and collection communications
• Receive, organize, and track vendor invoices
• Match invoices to work orders and verify pricing accuracy
• Prepare invoices for management approval
• Maintain organized digital files and operational documentation
• Provide regular scheduling and accounts receivable updates to leadership
• Maintain accurate job and customer records
• Support process improvement and workflow efficiency initiatives

• 3+ years of experience in customer service, dispatching, scheduling, or office administration
• Experience in a service-based, construction, HVAC, plumbing, electrical, or field operations environment preferred
• Prior experience with CRM software such as Service Fusion and Service Titan, etc., or similar.  
• Strong communication and customer service skills
• Highly organized with strong attention to detail and follow-through
• Ability to manage multiple priorities in a fast-paced environment
• Comfortable handling difficult customer situations professionally
• Experience with invoicing, accounts receivable, or bookkeeping support preferred
• Experience with QuickBooks or similar accounting/field service software strongly preferred
• Proficiency with Microsoft Office, Google Workspace, and scheduling/software systems
• Ability to work independently while collaborating with technicians and leadership
• Strong problem-solving and time management skills

MJ Electric & Refrigeration is an equal opportunity employer. We look forward to meeting you. 

Learn more about us at mjhvac.com 

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