Operations Support Specialist

Operations Support Specialist

The Operations Support Specialist serves as the primary resource for cross-functional operational support for their assigned region. This role ensures efficient daily office operations, supports matrixed leadership and departmental needs, regularly coordinates between interoffice and field teams, and manages key integrated functions to maintain a high performing, organized, and professional work environment. The ideal candidate possesses a comprehensive understanding of HVAC field operations and service delivery and is highly resourceful, with exceptional attention to detail, strong organizational abilities, and outstanding written and verbal communication skills. Additionally, they are passionate about delivering an elevated level of follow-through and service to both interdepartmental and field teams. This role reports to the Operations Manager within their assigned region.

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

Procurement & Vendor Coordination

• Coordinate the purchase and purchase order entry of materials, equipment, and services from suppliers, manufacturers, vendors, and subcontractors.
• Build and maintain positive working relationships with vendors and subcontractors.

Project & Operational Support

• Support project managers with project-related purchases.
• Assist with estimating and quoting functions as needed.

Administrative Responsibilities

• Review, analyze, and create purchasing-related documents and information.
• Coordinate and ensure accurate, complete, and timely documentation to facilitate a seamless handoff to the Billing team.
• Scan and submit checks to Accounts Receivables team as directed

Uniform & Vendor Program Management

• Own the uniform program, including:
• Ordering
• Tracking
• Account reconciliation
• Other duties as assigned

Office Operations & Facilities Coordination

• Maintain a clean, organized, and fully functional workplace/office environment
• Maintain oversight of applicable vendor services including, but not limited to:
• Beverage
• Cleaning
• Coffee
• Furniture/Rugs
• Paint
• Pest control
• Plant
• Meet with vendors to review service quality and address issues
• Recommend office supply needs across assigned region to EA/Office Manager (Staples) or IT Administrator (Amazon) and coordinate approved ordering/distribution
• Serve as Office Notary for assigned offices and regions, if applicable

Mail, Shipping & Inventory Coordination

• Manage incoming mail and packages (shipments & deliveries – excluding equipment and material deliveries related to projects and service) including, but not limited to:
• Sorting and distributing
• Notifying office and/or field team members of deliveries
• Labeling packages with job/SO numbers and team member name
• Organizing items in designated pickup areas (e.g., parts shelf)
• Accept and coordinate deliveries at the front office

Event Planning & Office Engagement Coordination

• Serve as the primary point of contact and coordinator for office meetings and events, maintaining alignment with organizational expectations and standards
• Either lead or assist in organizing internal events including, but not limited to:
• Employee appreciation activities (to include holiday parties), with guidance from Operational Leadership, EA/Office Manager, and/or Human Resources
• Office lunches
• Training events, as requested
• Set up and decorate event spaces with guidance from EA/Office Manager and/or Human Resources
• Arrange and coordinate catering or pick up food as needed
• Set up event spaces (e.g., tables, seating, and food service areas)
• Manage post-event breakdown and cleanup including, but not limited to:
• Table and décor removal and return to storage/vendors
• Tidying up event areas
• Enlisting the help of warehouse staff

IT & Office Technology Support

• Assist IT with basic office support including, but not limited to:
• Updating Teams room passwords
• Report all copier and/or office equipment issues to IT

Other Requirements

• Execute other related duties as needed or assigned to support evolving business priorities.

Qualifications

• High School Diploma or GED required.
• A minimum of 2 years of experience in HVAC, field services, construction, and/or trade‑based industries operations and administrative/office support, or a similar role.
• Proficiency with Microsoft365.
• Proficiency with service management software (e.g., COINS or similar ERP system) a plus.
• Customer service mindset with a positive and proactive approach to problem-solving.
• Self‑driven professional with a strong sense of ownership and a disciplined work ethic.
• Exceptional written and verbal communication skills, recognizing the importance of responsiveness.
• Strong attention to detail and organized, with high accuracy standards.
• Able to manage multiple priorities and meet deadlines.
• Strong cross‑functional coordination ability.
• Adaptable with the ability to effectively support change management efforts.
• Commitment to continuous improvement.

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

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.

Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Equal Opportunity EmployerThis 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.