Operations Support Specialist

Aircond Corporation•Charlotte, NC

12d•Onsite

About The Position

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.

Requirements

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.
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.

Nice To Haves

Proficiency with service management software (e.g., COINS or similar ERP system) a plus.

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