Project Administrator

Midwest Applied Solutions•Boise, ID

About The Position

The Project Administrator administers, implements, and manages commercial HVAC equipment projects to support successful delivery to customers. Working closely with the project management team, the role learns internal processes and helps meet the company’s standards for customer satisfaction and project success. Projects may range from $10,000 to $1,000,000. The position is primarily office-based, with occasional jobsite visits, and offers an opportunity to advance into a Project Management role.

Requirements

Associate’s degree; at least two years of project management, HVAC, or related experience; or an equivalent combination of education and experience.
Strong written and verbal communication skills, including the ability to communicate clearly, concisely, and diplomatically.
Excellent organizational skills and attention to detail, with the ability to manage schedules, documentation, and competing priorities.
Ability to work collaboratively, take ownership of assigned responsibilities, and follow through independently.
Ability to build and maintain customer and stakeholder relationships based on trust and responsive service.
Willingness to learn commercial HVAC equipment, internal processes, and project management practices.

Nice To Haves

Experience supporting commercial HVAC, mechanical equipment, or construction projects.
Experience processing equipment orders, issuing purchase orders, tracking deliveries, or coordinating with vendors.
Experience reviewing invoices, issuing customer invoices, or reconciling project financials.
Familiarity with project documentation, equipment manuals, start-up coordination, and closeout processes.

Responsibilities

Manage assigned commercial mechanical projects, which may range from $10,000 to $1,000,000.
Establish professional relationships with customers and maintain regular communication, accurate status reports, and project reviews.
Manage schedules to support timely completion of assigned projects.
Communicate with customers and their representatives, including building owners, mechanical contractors, other trades, subcontractors, and field support staff.
Coordinate project scope, budgets, performance, and close-out with customers.
Ensure compliance with internal equipment-ordering processes.
Enter equipment orders and issue purchase orders to vendors.
Compare estimated equipment ship dates with contractors’ project schedules.
Approve vendor invoices, issue customer invoices, and reconcile project financials.
Generate service work orders for equipment start-ups and service visits.
Assist the project management team with customer-requested documentation, including equipment manuals and spare-parts and filter lists.
Ensure the project management team has copies of general contractors’ payment and performance bonds for public projects.
Keep internal project management templates and procedures up to date.
Shadow Project Managers and participate in CMS-provided training classes.
Attend vendor webinars and report new information, changes, and updates to the project management team.
Visit jobsites with Sales Engineers to learn about the company’s equipment and industry.