Office Manager/Executive Assistant

Description

The Office Manager / Executive Assistant, reporting to the CFO and the Executive Leadership Team in Smyrna, GA, ensures smooth day‑to‑day operations while providing high‑level administrative support to senior leaders. This dual‑function role coordinates office needs, travel, projects, and internal communications, requiring strong organization, attention to detail, and the ability to manage multiple priorities in a dynamic HVAC environment.

Key responsibilities include overseeing office operations such as repairs, inventory, mail handling and vendor relationships; serving as executive assistant to senior leaders with tasks like drafting communications, managing the U.S. Bank P‑Card program, and handling AP and invoicing for events; planning and coordinating meetings, trainings, travel, and company events; supporting retention initiatives and assisting with operational improvements and system rollouts; and acting as liaison between internal teams to track action items and project progress.

• Oversee daily office operations, including repairs, inventory, mail distribution, and vendor management.
• Manage the U.S. Bank P‑Card program and handle accounts payable and invoicing for events.
• Provide executive assistance to senior leaders, drafting communications and supporting projects with minimal supervision.
• Plan, coordinate, and execute internal meetings, trainings, travel arrangements, and company events.
• Support employee engagement initiatives such as holiday activities, team‑building events, and special celebrations.
• Assist in implementing process improvements, workflow enhancements, and new software rollouts.
• Act as liaison between internal teams (Operations, HR, Finance, Sales) to ensure seamless coordination.
• Track action items and project progress, following up as needed.

Requirements

We offer comprehensive HVAC, building automation system, facilities, and energy solutions tailored to high‑profile organizations in commercial buildings, data centers, industrial facilities, and other mission‑critical sites.

The ideal candidate holds a high school diploma (associate or bachelor’s degree preferred) and has at least three years of office management or executive assistance experience, preferably in HVAC, field service, construction, or manufacturing. Required qualifications include a commissioned Notary Public certification, proficiency with MS Office, strong communication and customer‑service skills, and the ability to maintain confidentiality and work collaboratively across departments. Candidates should be self‑starters, detail‑oriented, and flexible to work occasional evenings and travel.

• Require high school diploma; associate or bachelor’s degree preferred; minimum 3 years office management or executive support experience.
• Must be a commissioned Notary Public or obtain certification; proficient in MS Office and quick to learn new systems.
• Demonstrate strong organizational, communication, time‑management, and problem‑solving abilities.

Benefits

EMCOR Services Aircond values integrity, safety, empowerment, teamwork, and continuous improvement, offering competitive salaries, comprehensive benefits, and opportunities to make a meaningful impact in a growing organization.

• Offer competitive salary, comprehensive benefits, and a culture emphasizing integrity, safety, teamwork, and continuous improvement.

Training + Development

Interview process

Visa Sponsorship

Security clearance