Office Manager/Executive Assistant

Office Manager / Executive Assistant

We offer comprehensive HVAC, building automation system, facilities, and energy solutions. EMCOR Services Aircond, a wholly owned subsidiary of EMCOR Group, Inc., is the Southeast's 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.

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 bachelor's 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.

At EMCOR Services Aircond, you'll 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 include sitting and using 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. This position works in a typical office environment. The noise level in the work environment is usually moderate.

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.