HVAC Operations & Admin Coordinator

EMCOR Group; Charlotte, Northern (NC, KY); Hybrid; USD 42,000 - 64,000; Full time

Job summary

EMCOR Services Aircond, a subsidiary of EMCOR Group, seeks an Operations Support Specialist to optimize regional office operations and support field teams in HVAC services.

The role emphasizes procurement, vendor coordination, administrative duties, and event planning, requiring strong communication, detail orientation, and multitasking. Reporting to the Operations Manager, this position offers varied regional responsibilities and room to contribute to process improvements.

Qualifications

• High School Diploma or GED required.
• Minimum of 2 years experience in HVAC, field services, construction, and/or trade-based industries operations and administrative/office support.
• Proficiency with Microsoft 365.
• Proficiency with service management software (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.
• 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.

Responsibilities

• 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.
• Support project managers with project-related purchases.
• Assist with estimating and quoting functions as needed.
• 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
• Own the uniform program, including: Ordering, Tracking, Account reconciliation
• Other duties as assigned
• 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
• Manage incoming mail and packages (shipments & deliveries – excluding equipment and material deliveries related to projects and service)
• 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
• Serve as the primary point of contact and coordinator for office meetings and events, maintaining alignment with organizational expectations and standards
• Lead or assist in organizing internal events including employee appreciation activities, office lunches, training events
• Set up and decorate event spaces with guidance from EA/Office Manager and/or HR
• Arrange and coordinate catering
• Set up event spaces (tables, seating, food service areas)
• Manage post-event breakdown and cleanup
• Enlist warehouse staff as needed
• Assist IT with basic office support (Teams room passwords, report copier/office issues)
• Execute other related duties as needed to support evolving priorities.

Skills

Customer service

Self-motivated

Communication

Attention to detail

Multitasking

Cross-functional coordination

Adaptability

Continuous improvement

Education

High School Diploma or GED

Tools

Microsoft 365

COINS ERP

Job description

EMCOR Services Aircond, a subsidiary of EMCOR Group, seeks an Operations Support Specialist to optimize regional office operations and support field teams in HVAC services.

The role emphasizes procurement, vendor coordination, administrative duties, and event planning, requiring strong communication, detail orientation, and multitasking. Reporting to the Operations Manager, this position offers varied regional responsibilities and room to contribute to process improvements.