Corporate Office Assistant Job at Heritage Distribution Holdings in Atlanta

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Overview

Heritage Distribution Holdings, a leading HVAC/R distribution company, is seeking a highly organized and proactive Corporate Office Assistant to support our Corporate Office and Staff. This role ensures the smooth daily operation of our office, assists senior leadership and shared services teams, and coordinates a range of administrative and operational activities.

The ideal candidate is detail-oriented, resourceful, and enjoys working behind the scenes to keep things running efficiently in a dynamic, fast-paced environment.

Administrative Support

• Provide administrative support to the Executive Leadership Team and shared services departments (e.g., HR, Finance, and Operations)
• Coordinate calendars, meetings, and conference room scheduling
• Prepare and send company-wide communications and staff announcements as needed
• Maintain and update company templates, staff contact lists, organizational maps, and related materials
• Assist with event logistics, including onsite and offsite meetings and travel coordination for executives and visiting staff
• Arrange transportation and lodging for employees and guests, including flights, hotels, and car rentals
• Manage business card orders and edits

Office Operations & Facilities Support

• Oversee day-to-day office operations to ensure a clean, efficient, and well-functioning workspace
• Order and maintain office supplies, snacks, beverages, postage, and other materials
• Coordinate food and beverage for meetings and corporate events
• Manage building maintenance requests and serve as the point of contact with property management
• Maintain relationships with office vendors
• Collect and distribute incoming mail and packages
• Coordinate with IT for new hire setup (e.g., hardware requests, desk setup, software access)
• Maintain and update copier users and office equipment permissions
• Assist with onboarding logistics for new employees

Accounting & Finance Coordination

• Process and route invoices for approval and submission to Accounts Payable
• Support accounting-related tasks such as expense reports, deposits, and reconciliations
• Handle office-related billing and maintain accurate records for vendors and expenses

Other Duties

• Support company communications such as press releases or internal announcements as needed
• Perform additional administrative or operational projects as assigned

Qualifications

• 3+ years of administrative, office coordination, or operations experience (corporate or professional services environment preferred)
• Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint)
• Excellent organizational skills and attention to detail
• Strong written and verbal communication skills
• Ability to manage multiple priorities with professionalism and discretion
• Basic accounting or bookkeeping experience preferred
• Self-starter with a service-oriented mindset and ability to anticipate team needs

Education

• Associate’s or bachelor’s degree in business, communications, or a related field preferred
• 401(k)
• Health, dental, and vision insurance
• Paid time off

About Heritage Distribution Holdings

Heritage Distribution Holdings (HDH) is the fastest-growing HVAC/R distributor in the U.S. With a focus on being the market leader in each local geography, HDH partners with businesses that share a tenacious commitment to customers, employees, and suppliers. From after-hours emergency service to stocking our customers’ warehouses, the HDH family is fully invested in being the critical link in the supply chain that enables people to live healthier and more comfortable lives.

Seniority level

Mid‑Senior level

Employment type

Full‑time

Job function

Administrative

Industries

Wholesale