Projects and Fleet Administrator

 

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.

 

Job Title: Projects and Fleet Administrator

Position Summary

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%):

Contract Administration

• 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.