Office Manager
Air Equipment Company, Louisville, KY, United States
For more than 75 years, Air Equipment Company has been solving the toughest HVAC challenges with smart, reliable solutions. We partner with over 45 leading manufacturers to bring cutting‑edge air systems to life—and we do it with a team that values agility, collaboration, and fresh thinking. From engineers to sales and support, every voice on our team plays a part in pushing the industry forward.
If you’re looking for your next move, we’re glad you found us. At AEC, you’ll join a company where local roots meet the strength of a national network—giving you the tools to grow, the space to innovate, and the chance to make a real impact from day one. We review every application carefully and appreciate your interest in growing your career with our team.
The Office Manager plays a crucial role in ensuring the efficient functioning of an organization by overseeing various administrative tasks and managing office resources while working alongside Human Resources Manager and the President of AEC. This position is pivotal for maintaining a productive and organized workplace, enabling other staff members to perform their roles effectively. The Office Manager coordinates office activities and operations to secure efficiency and compliance with company policies, manages office supplies, schedules meetings and appointments, and provides general administrative support to employees.
Responsibilities
Oversee and coordinate office administrative procedures and review, evaluate, and implement new procedures.
Establish work priorities and ensure deadlines are met and procedures are followed.
Serve as the first point of contact by answering and directing incoming calls in a timely and professional manner.
Create a welcoming, professional environment as the face of AEC, ensuring a positive first impression for all visitors and employees.
Maintain a high level of professionalism and discretion in all interactions.
Coordinate with vendors and landlords to manage office contracts, including cleaning, landscaping, and maintenance services.
Oversee office appearance and ensure a clean, organized, and professional workspace at all times.
Coordinate catering and meal arrangements for meetings and events in partnership with event hosts.
Assist in driving initiatives that enhance workplace culture and morale.
Organize materials for office events, including sign‑up sheets and attendance tracking.
Assist in managing and maintaining the AEC Group Calendar to ensure accurate scheduling and communication.
Provide administrative and operational support to Senior Leadership as needed.
Support President/CEO with calendar management and handling of confidential information with discretion.
Manage office supplies inventory, anticipating needed supplies, placing, and expediting orders for supplies.
Maintain a safe, secure, and pleasant work environment.
Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
Prepare and edit correspondence, reports, memos, forms, and presentations.
Handle incoming and outgoing communications, including phone calls, emails, and mail.
Assist with coordinating and scheduling internal and external training.
Ensure data integrity and confidentiality.
Ideal Profile
High School Diploma or equivalent; an Associate's or Bachelor's Degree in Business Administration or a related field is a plus.
3‑5 Years experience in office management or administrative field.
Excellent verbal and written communication skills for effective interaction with clients, visitors, and internal teams.
Key Competencies
Proficiency in MS Office (Excel, Word, PowerPoint).
Excellent organizational and time management skills.
Strong written and verbal communication skills.
Attention to detail and problem‑solving skills.
Ability to multitask and prioritize work.
Interpersonal skills to interact effectively with all levels of staff and external contacts.
Environmental Requirements
Office‑based with frequent travel to field locations.
Ability to stand, walk, and present for extended periods.
Occasional lifting of up to 25 pounds.
Physical Demands
While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
NOTE: This job description is not intended to be all‑inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.
Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.
Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.
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If you’re looking for your next move, we’re glad you found us. At AEC, you’ll join a company where local roots meet the strength of a national network—giving you the tools to grow, the space to innovate, and the chance to make a real impact from day one. We review every application carefully and appreciate your interest in growing your career with our team.
The Office Manager plays a crucial role in ensuring the efficient functioning of an organization by overseeing various administrative tasks and managing office resources while working alongside Human Resources Manager and the President of AEC. This position is pivotal for maintaining a productive and organized workplace, enabling other staff members to perform their roles effectively. The Office Manager coordinates office activities and operations to secure efficiency and compliance with company policies, manages office supplies, schedules meetings and appointments, and provides general administrative support to employees.
Responsibilities
Oversee and coordinate office administrative procedures and review, evaluate, and implement new procedures.
Establish work priorities and ensure deadlines are met and procedures are followed.
Serve as the first point of contact by answering and directing incoming calls in a timely and professional manner.
Create a welcoming, professional environment as the face of AEC, ensuring a positive first impression for all visitors and employees.
Maintain a high level of professionalism and discretion in all interactions.
Coordinate with vendors and landlords to manage office contracts, including cleaning, landscaping, and maintenance services.
Oversee office appearance and ensure a clean, organized, and professional workspace at all times.
Coordinate catering and meal arrangements for meetings and events in partnership with event hosts.
Assist in driving initiatives that enhance workplace culture and morale.
Organize materials for office events, including sign‑up sheets and attendance tracking.
Assist in managing and maintaining the AEC Group Calendar to ensure accurate scheduling and communication.
Provide administrative and operational support to Senior Leadership as needed.
Support President/CEO with calendar management and handling of confidential information with discretion.
Manage office supplies inventory, anticipating needed supplies, placing, and expediting orders for supplies.
Maintain a safe, secure, and pleasant work environment.
Schedule and coordinate meetings, appointments, and travel arrangements for managers or supervisors.
Prepare and edit correspondence, reports, memos, forms, and presentations.
Handle incoming and outgoing communications, including phone calls, emails, and mail.
Assist with coordinating and scheduling internal and external training.
Ensure data integrity and confidentiality.
Ideal Profile
High School Diploma or equivalent; an Associate's or Bachelor's Degree in Business Administration or a related field is a plus.
3‑5 Years experience in office management or administrative field.
Excellent verbal and written communication skills for effective interaction with clients, visitors, and internal teams.
Key Competencies
Proficiency in MS Office (Excel, Word, PowerPoint).
Excellent organizational and time management skills.
Strong written and verbal communication skills.
Attention to detail and problem‑solving skills.
Ability to multitask and prioritize work.
Interpersonal skills to interact effectively with all levels of staff and external contacts.
Environmental Requirements
Office‑based with frequent travel to field locations.
Ability to stand, walk, and present for extended periods.
Occasional lifting of up to 25 pounds.
Physical Demands
While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.
NOTE: This job description is not intended to be all‑inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.
Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.
Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.
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