Office ManagerExecutive Assistant

We offer comprehensive HVAC building automation system facilities and energy solutions. From design to delivery our solutions are tailored to the specific needs of high-profile organizations in commercial buildings data centers industrial facilities and other mission critical sites.

Company Overview

EMCOR Services Aircond a wholly owned subsidiary of EMCOR Group Inc. is the Southeasts largest provider of commercial and industrial heating ventilating and air-conditioning (HVAC) services. For over 85 years Aircond has delivered comprehensive HVAC solutions to businesses deploying expert field technicians for maintenance repairs and energy-efficient system replacements. Guided by three generations of family leadership and backed by the strength of EMCOR Group Inc. a Fortune 500 company Aircond combines deep industry expertise with a commitment to innovation and reliability. Today we serve single and multi-site clients with a full spectrum of facility services ranging from HVAC service to complete operations and maintenance solutions. Learn more at.

Position Summary

The Office Manager / Executive Assistant plays a critical role in ensuring smooth day-to-day operations and providing high-level administrative support to company leadership. This dual function position combines organizational oversight with executive assistance serving as the central point of coordination for office needs and activities travel executive needs and projects and various internal communications. The ideal candidate is highly organized detail-oriented and proactive with the ability to manage multiple priorities in a dynamic HVAC environment. This role is essential to maintaining operational efficiency and supporting strategic initiatives across the organization. This role reports to the Executive Leadership Team directly to the CFO and is located in Smyrna GA.

Essential Duties and Responsibilities include but are not limited to the following:

Office Operations & Administration

• Oversee daily office functions: serving as the liaison for Smyrna office repairs and maintenance (including scheduling service calls) managing inventory and maintaining accurate records (including retention and storage coordination both internally and externally with Iron Mountain).
• Manage incoming and outgoing correspondence including checking and distributing office mail and packages in a timely manner.
• Maintain vendor relationships.

Executive & Administrative Support

• Serve as EA to senior leaders: offering ad hoc administrative and project support with high-level direction and minimal oversight.
• Draft proofread and distribute executive communications as requested.
• Administer U.S. Bank P-Card program including processing new account requests placing orders for cardholders and submitting termination requests as needed.
• Handle AP and invoicing tasks including coordinating receipts and invoices for EA-led activities such as holiday parties quarterly sales trainings and other company events.

Event & Project Coordination

• Serve as the primary planner coordinator and point of contact for company meetings and events demonstrating professionalism and responsiveness. This includes organizing internal office meetings and events (local and remote) training sessions team gatherings and other off-site events while overseeing all meeting logistics such as scheduling day of event room setup and managing catering or lunch orders.
• Coordinate all aspects of travel including booking arrangements tracking itineraries and managing logistics to ensure smooth and efficient travel experiences.
• Support internal retention and engagement initiatives by managing communications for holiday activities team-building events and special announcements such as baby showers and employee celebrations in coordination with the Human Resources Team.
• Assist in the roll out and implementation of operational improvements such as process and workflow enhancements and new system and software rollouts.
• Liaise between internal teams to ensure seamless coordination.
• Follow up on action items and track project progress.

Qualifications

• High school diploma or equivalent required. Associate or bachelors degree or equivalent professional experience preferred.
• A minimum of 3 years of experience in office management or executive assistance roles preferably in HVAC field service construction or manufacturing settings.
• Must be a commissioned Notary Public or willing and able to obtain certification by completing the required class.
• Experience managing events and supporting projects change management or company-wide rollouts strongly preferred.
• Tech-savvy: proficiency in MS Office and ability to quickly learn how to navigate other systems tools and software as needed.
• Self-starter who takes initiative ownership and a proactive approach to problem-solving.
• Exceptional organizational time management written and verbal communication and customer service abilities; able to manage multiple priorities and meet deadlines.
• Strong attention to detail and accuracy in messaging data entry etc.
• Ability to work collaboratively with internal teams (Operations Human Resources Finance Sales) and external vendors.
• Ability to build positive relationships across departments from service teams to executives.
• Ability to maintain confidentiality and handle sensitive information.
• Commitment to continuous improvement.
• Flexibility to work outside normal business hours and occasional travel as needed.

Why Join Us

At EMCOR Services Aircond youll be part of a team that values integrity safety empowerment teamwork and continuous improvement. We offer careers where good work is valued respected and rewarded and you will have the ability to make a meaningful impact in a growing organization.

PHYSICAL DEMANDS:
While performing the duties of this job the employee frequently is required to sit and use hands to operate computer keyboard and telephone. The employee is occasionally required to stand walk and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and ability to adjust focus.

WORK ENVIRONMENT:

This position works in a typical office environment. The noise level in the work environment is usually moderate.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Notice to prospective employees:There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companieslist open positions here. Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCORs normal application process it is probably fraudulent.

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information please review the Know Your Rights notice from the Department of Labor.

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