Manager, Executive Administration

CoolSys • UNAVAILABLE, UNAVAILABLE

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About The Position

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions. Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states. Based in Southern California since 2007, CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals. No wonder Newsweek named CoolSys one of America’s Greatest Workplaces!

JOB SUMMARY
The Executive Administration Manager is responsible for overseeing and optimizing the administrative functions within the company. This includes supporting executive leadership, coordinating cross-departmental initiatives, and ensuring compliance with industry regulations. The role requires a blend of leadership, organizational, and interpersonal skills to drive efficiency and support business growth.

Requirements

• High school diploma or GED with related vocational, technical or trade school classes acceptable.
• 3+ years in an administrative role, preferably within the HVAC or service industry.
• Ability to multi-task effectively and use good organizational skills.
• Excellent verbal and written communication skills.
• Ability to work with senior leadership.
• Ability to work with minimal supervision.
• Ability to understand and follow all company policies and procedures and all applicable State and Federal laws.
• Ability to use typical business tools including E-Mail, Word, Excel, etc.

Nice To Haves

• Bachelor’s degree in Business Administration, Operations Management, or a related field preferred.

Responsibilities

• Collaborate with senior management to align administrative functions with company goals, providing insights and recommendations for operational improvements.
• Manage day-to-day administrative operations, including scheduling, document management, and communication flow between departments.
• Oversee customer service operations, ensuring timely response to inquiries and resolution of issues.
• Lead or support special projects aimed at improving operational efficiency and service delivery.
• Embodies the CoolSys CARES culture (Collaboration, Accountability, Respect, Empowerment, Safety).
• Performs other duties as assigned.

Benefits

• Medical, Dental, Vision and Prescription coverage.
• Paid vacation, holidays, and floating holiday.
• 401(K) with Company match.
• Company sponsored life insurance, as well as optional AD&D, short and long-term disability.
• Tuition reimbursement.
• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more.
• Pet Insurance.
• Legal Plan, and ID Theft Protection.

What This Job Offers

• Job Type: Full-time
• Career Level: Manager
• Education Level: High school or GED