Trade Operations Support Coordinator in Apex, North Carolina at Element Service Group Mechanical LLC

About Element Service Group

Element Service Group is a growing company built on teamwork, communication, accountability, and a customer-first mindset. We are looking for people who bring experience, fresh ideas, and a growth-oriented attitude—team players who collaborate well, work independently when needed, and do what it takes to help the team succeed.

Position Overview

The Trade Operations Support Coordinator helps keep daily operations organized, accurate, and moving forward. This role supports communication, scheduling, documentation, billing follow-up, vendor coordination, permitting, and project readiness across multiple teams.

This position is ideal for someone who is proactive, detail-oriented, and comfortable managing multiple priorities while helping customers, vendors, and internal teams stay informed and supported.

Installation Coordination

Own and maintain HVAC and Plumbing Installation jobs, keeping project statuses current and actionable.

Coordinate residential and multifamily installations from point of sale through completion.

Confirm projects are scheduled, staffed, permitted, and prepared before installation begins.

Equipment, Materials, and Vendor Coordination

Track orders and deliveries to ensure materials arrive when needed.

Maintain vendor certificates of insurance, compliance records, expiration dates, and portal documentation.

Permitting, Inspections, and Compliance

Obtain permits and schedule inspections for residential and multifamily projects.

Monitor permit and inspection status to prevent project delays.

Maintain organized permit, inspection, and compliance records.

Ensure required documentation supports applicable code, customer, vendor, and regulatory requirements.

Accounts Payable and Project Documentation

Enter invoice and billing data accurately and promptly.

Maintain accurate accounts payable records and supporting documentation.

Respond to vendor questions regarding invoice and payment status.

Support billing, project closeout, and month-end or year-end documentation needs.

Follow up with customers regarding overdue balances or invoice questions as part of billing and accounts-related support.

Customer and Internal Communication

Communicate project schedules, updates, expectations, and next steps to customers.

Respond promptly and professionally to customer inquiries related to active work.

Coordinate with sales, dispatch, accounting, leadership, field teams, and remote assistants to keep projects moving.

Promote accountability, professionalism, and customer satisfaction throughout the process.

Required

High school diploma, GED, or equivalent experience.

Data entry experience in HVAC, plumbing, construction, field services, or a similar industry.

Strong organization, time management, and multitasking skills.

Excellent attention to detail and follow-through.

Professional communication skills with customers, vendors, and internal teams.

Proficiency with Microsoft Office tools.

Ability to handle customer information, company documentation, and confidential records responsibly.

Preferred

Two or more years of experience in HVAC, plumbing, construction, installation coordination, or a related industry.

Experience pulling permits and coordinating permit or inspection requirements.

Accounting, bookkeeping, accounts payable, billing, or invoice processing experience.

Experience with ServiceTitan or similar field service management software.

Experience working with vendor compliance portals or customer documentation platforms.

Work Environment and Schedule

Full-time, in-office position, Monday through Friday.

Primarily office-based work with frequent computer use, data entry, and phone communication.

Ability to sit, stand, walk, and move throughout the office as needed.

Occasional lifting of office materials up to 25 pounds.