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Altstadt | Operations Administrator

Indianapolis, IN

About Altstadt Hoffman Plumbing
Altstadt Hoffman Plumbing is a full-service plumbing company based in Evansville, Indiana. Founded in 1984, the company has built a reputation for providing reliable and efficient plumbing services across the tri-state area, including Indiana, Kentucky, and Illinois. Specializing in residential, commercial, and industrial plumbing, Altstadt Hoffman Plumbing offers a comprehensive range of services, including new construction, remodeling, emergency repairs, and maintenance. The company is known for its commitment to quality craftsmanship, competitive pricing, and timely project completion.

Overview
The Operations Administrator provides high-impact administrative and operational support to the Indianapolis service team. This role owns estimate typing, billing accuracy, purchase order management, complex union timekeeping, compliance coordination, and daily field support functions.
This position plays a critical role in maintaining financial accuracy, supporting field execution, ensuring regulatory compliance, and driving operational efficiency.

Responsibilities
•    Type service and project estimate accurately based on field supervisor and technician input.
•    Prepare customer invoices, ensuring accurate calculation of labor, material, and applicable charges.
•    Verify billing aligns with contracts, union rates, overtime rules, and job scope.
•    Follow up as needed to ensure timely and accurate customer billing.
•    Enter and manage purchase orders in the system.
•    Receive and reconcile vendor invoices against issued purchase orders.
•    Identify discrepancies and coordinate resolution prior to processing.
•    Maintain organized documentation for audit and financial reporting purposes.
•    Answer incoming phone calls and serve as the first point of contact for customers.
•    Schedule service calls within the service management portal.
•    Communicate scheduling updates to technicians and customers.
•    Provide general support to field technicians as needed.
•    Enter and verify time for approximately 40 employees across multiple unions.
•    Ensure compliance with varying union pay rules, overtime structures, and classifications.
•    Coordinate with payroll to resolve discrepancies and maintain accuracy.
•    Maintain organized records supporting union compliance and reporting.
•    Call in utility locates through Indiana 811 prior to job execution.
•    Pull required permits for service and project work.
•    Research and track necessary licensing requirements to ensure compliance.
•    Process and respond to union paperwork requests and documentation needs.
•    Order materials as directed by field leadership.
•    Assist technicians with administrative needs to keep jobs moving.
•    Provide direct administrative support to the Indianapolis Supervisor.
•    Complete special projects and administrative tasks as assigned.

Qualifications
•    Must be available to complete in-person training in Evansville, IN for approximately 4–8 weeks. (Duration will vary based on prior experience and demonstrated proficiency during onboarding.)
•    3 + years of administrative experience in construction, HVAC, plumbing, or field service environment preferred.
•    Proficient, proven experience using QuickBooks.
•    Experience supporting union payroll and complex timekeeping strongly preferred.
•    Demonstrated accuracy in financial data entry and reconciliation.
•    High attention to detail with strong organizational and follow-through skills.
•    Ability to manage confidential payroll and financial information with discretion.
•    Proficiency in Microsoft Office and service management portals.
•    Strong written and verbal communication skills.

What do we offer
In exchange for your expertise, Altstadt Hoffman Plumbing offers an excellent employee benefit package including:
•    Competitive hourly pay with scheduled increases as skills progress
•    Health, dental, and vision
•    Life insurance + retirement benefits
•    PTO: Vacation, Sick, and Holidays 
•    Long-term career advancement opportunities to office manager

All resumes are held in confidence. Only candidates whose profiles closely match requirements will be contacted during this search. 

Altstadt Hoffman Plumbing does not accept unsolicited resumes through or from search firms or staffing agencies. All unsolicited resumes will be considered the property of Altstadt Hoffman Plumbing and will not be obligated to pay a placement fee.

Altstadt Hoffman Plumbing is an Equal Opportunity Employer committed to creating an inclusive workplace. We welcome applicants of all backgrounds and do not discriminate based on race, color, religion, gender, gender identity or expression, sexual orientation, national origin, disability, age, or veteran status.

 

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