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EMCOR Services Aircond · 1 day ago

Office Manager/Executive Assistant

Atlanta, GA

Full-time

Onsite

Mid Level

3+ years exp

EMCOR Services Aircond is the Southeast’s largest provider of commercial and industrial HVAC services. 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, overseeing office functions and supporting strategic initiatives across the organization.

Building MaintenanceCommercialEnergyHeating Ventilation and Air Conditioning (HVAC)Smart Building

Responsibilities

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

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

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

Qualification

Office managementExecutive assistanceEvent coordinationMS Office proficiencyNotary Public certificationCustomer serviceContinuous improvementOrganizational skillsTime managementCommunication skillsAttention to detailTeam collaborationProblem-solving

Required

High school diploma or equivalent required

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

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