Operations Support Specialist

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

About Us

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.

Job Summary

Job Title:Operations Support SpecialistDepartment:Operations

Reports to:Operations ManagerFLSA Status:Non-ExemptLocation: VariesCompany:EMCOR Services Aircond

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, Inc., a Fortune 500 company, Aircond combines deep industry expertise with a commitment to innovation and reliability. Today, we serve single and multi‑site clients with a full spectrum of facility services, ranging from HVAC service to complete operations and maintenance solutions. Learn more at www.aircond.com.

Position Summary

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.

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. 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.

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

Affirmative Action Policy

Please review our affirmative action policy.