Operations Assistant - Office Administrator

OPERATIONS ASSISTANT / Office Administrator

Location: Wellsville, NY (Hybrid 3/2)

WHO IS FIRSTCALL GROUP?

KATS is a rotating equipment service and maintenance company serving customers across the United States. Founded in 2022, KATS partnered with FirstCall Group in 2025.

FirstCall Group is a leading provider of commercial and industrial HVAC, building controls, electrical, and plumbing services. FirstCall serves a wide array of facility and customer types, including distribution centers, industrial plants, universities, airports, healthcare facilities, self-storage units, and more. With approximately 700 employees across Ohio, New York, Virginia, Tennessee, North Carolina, South Carolina, Georgia, Florida, and Texas, FirstCall is committed to building durable partnerships. The company is actively expanding its operations nationwide and partnering with organizations that share its dedication to quality and customer satisfaction.

FirstCall Group not only partners with companies to nurture growth in the market but also provides equal focus on employee growth and development as well. We believe when YOU succeed, we all succeed, so we strive to be the first call for talented team members who want a career, not just a job.

BENEFITS OVERVIEW

FirstCall Group values our employees' well-being, growth, and success! Employees are offered a robust benefits package, including:

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

POSITION OVERVIEW

We are currently seeking an experienced Operations Assistant 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.

JOB 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.

ACCOUNTABILITIES

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

ORGANIZATIONAL ALIGNMENT

This position reports directly to the Local Business Services Manager.

QUALIFICATIONS

High school diploma or equivalent required.

Previous administrative, operations, accounting, field service, warehouse, or related experience is required.

Able to maintain a state driver’s license.

Working knowledge of VISTA by Viewpoint is preferred.

Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and comfortable learning new software systems

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

Excellent written and verbal communication skills

Detail-oriented with strong problem-solving skills and a proactive attitude