Projects and Fleet Administrator

Projects and Fleet Administrator

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.

The Projects and Fleet Administrator is responsible for coordinating project billing and fleet administration efforts and communication. Project administration duties involve analyzing and administering customer construction contracts. This includes processing both contracts and subcontracts for approval, system entry, and billing customers per contractual terms. Furthermore, this involves interacting regularly with customers, Project Managers, General Managers, and sales team members. Fleet duties involve supporting daily operations of the Aircond fleet program. This role reports to the Billing and Fleet Supervisor and requires frequent collaboration with the CFO and Controller. The position is located in Smyrna, GA.

Essential Duties and Responsibilities include but are not limited to the following:

Project Administration (60%):

• Process and validate contracts, purchase orders, and letters of intent received from customers via the sales team.
• Lead and support all aspects of construction contract administration.
• Ensure proper approval and execution of construction contracts by designated company participants (e.g., CFO, General Manager, Collections Manager) and customers.
• Coordinate contract approval workflows with the executive leadership team (e.g., CFO, CEO).
• Analyze and validate construction contract and project data to ensure compliance with company and corporate policies.
• Communicate contract changes and updates between the company and customers.

Project Setup & Coordination:

• Receive project estimators and enter validated project data into the COINS job cost system.
• Collaborate with Estimators and the Controller to ensure accurate job setup and financial tracking.
• Coordinate and forward subcontractor information with the subcontract coordinator and accounts payable team.

Billing & Financial Management:

• Coordinate and process construction billing information from Project Managers.
• Generate and distribute approved construction billings to customers in accordance with contract terms.
• Apply appropriate billing tax rules for non-profit and public sector projects in North Carolina.
• Manage month-end closing activities related to construction contracts and billing.
• Produce various reports summarizing monthly contract and billing status for management.
• Provide information and reporting to Project Managers.

General & Administrative:

• Demonstrate flexibility to work outside normal business hours, including weekends, when required.

Fleet Administration (40%):

Fleet Coordination & Dispatch Support:

• Utilize the Wheels platform to ensure compliance with all service vehicles, including registration, insurance, and scheduled maintenance.
• Assign vehicles based on type and geographic zones to optimize fleet efficiency.

Maintenance & Repair Management:

• Review and approve repair quotes submitted through Wheels.
• Monitor maintenance schedules and ensure timely servicing of fleet vehicles.

Compliance & Safety:

• Ensure all fleet vehicles meet applicable DOT, EPA, and OSHA standards required for service fleets.
• Manage emissions testing, registration renewals, and insurance documentation.
• Maintain records of driver certifications and incident reports to support safety initiatives.

Inventory & Equipment Tracking:

• Coordinate installation and upkeep of GPS tracking systems and dash cams.
• Assist in managing fuel card programs and monitor fuel usage across the fleet.

Reporting & Cost Management:

• Generate reports on fleet utilization, fuel consumption, maintenance costs, and vehicle downtime.
• Analyze fleet data to identify cost-saving opportunities and improve operational efficiency.
• Support budgeting and forecasting for fleet-related expenses.

Qualifications:

• High School Diploma or GED required. A bachelor's degree from a four-year accredited college or university is preferred.
• A minimum of 3 years of related contract administration or construction billing experience.
• Familiarity with HVAC service operations and technician workflows.
• Proficiency in ERP systems and Microsoft365.
• Strong written and verbal communication skills with a customer service mindset.
• Highly detailed, with exceptional time management and organizational skills.
• Commitment to continuous learning and improvement.

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.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine. EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process it is probably fraudulent.

Equal Opportunity Employer This 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.