Office Manager/Executive Assistant

Join to apply for the Office Manager/Executive Assistant role at EMCOR Services Aircond in Smyrna, GA. Job Summary 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 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, a Fortune 500 company, Aircond combines deep industry expertise with a commitment to innovation and reliability. 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, travel, executive needs, projects, and internal communications. The role reports to the Executive Leadership Team, directly to the CFO, and is located in Smyrna, GA. Essential Duties & Responsibilities Office Operations & Administration Oversee daily office functions, serve as liaison for repairs and maintenance, schedule service calls, manage inventory, and maintain accurate records. Manage incoming and outgoing correspondence, including checking and distributing office mail and packages. Maintain vendor relationships. Executive & Administrative Support Act 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. Administer U.S. Bank P‑Card program, processing new account requests, placing orders for cardholders, and submitting termination requests. Handle AP and invoicing tasks, coordinating receipts and invoices for EA‑led activities such as holiday parties, quarterly sales trainings, and other company events. Event & Project Coordination Plan, coordinate, and act as point of contact for company meetings and events, including internal office meetings, training sessions, and off‑site events. Coordinate all aspects of travel, including bookings, itineraries, and logistics. Support internal retention and engagement initiatives, managing communications for holiday activities and team‑building events. Assist in roll‑out and implementation of operational improvements, process and workflow enhancements, and new system/software rollouts. Liaise between internal teams to ensure seamless coordination and follow up on action items and project progress. Qualifications High school diploma or equivalent required; associate or bachelor’s degree or equivalent professional experience preferred. Minimum of 3 years in office management or executive assistance roles, preferably in HVAC, field service, construction, or manufacturing settings. Commissioned Notary Public or willingness and ability to obtain certification. 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 other systems, tools, and software. 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, 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 The employee frequently sits and uses hands to operate a computer keyboard and telephone, occasionally stands, walks, and reaches with hands and arms, and may lift or move up to 10 pounds. Specific vision abilities required include close vision and the ability to adjust focus. Work Environment This position works in a typical office environment. The noise level is usually moderate. Equal Opportunity Employer/Veterans/Disabled 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. This employer is required to notify all applicants of their rights pursuant to federal employment laws. 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