Project Administrator

Innovative Air • Boise, ID

17h • Onsite

About The Position

The Project Administrator supports the administration and coordination of commercial HVAC equipment projects from order entry through closeout. Working closely with the project management team, this person maintains accurate documentation, coordinates orders and schedules, and communicates with customers and vendors to help ensure successful project delivery.

The role has a strong administrative focus and is suited to someone who enjoys organizing information, following established processes, and keeping details and deadlines on track. The position is fully in-office in Boise, Idaho, with a consistent work schedule and no travel required. Future advancement depends on demonstrated performance and business needs.

Requirements

• Associate’s degree; at least two years of administrative support, customer service, project coordination, project management, HVAC, or related experience; or an equivalent combination of education and experience.
• Customer service experience involving communication with customers, vendors, or both.
• Strong written and verbal communication skills, with 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 consistently complete routine administrative tasks accurately and on time.
• Ability to work collaboratively while taking ownership of assigned responsibilities and following through independently.
• Ability to build and maintain customer and stakeholder relationships based on trust and responsive service.
• Ability to learn and navigate CRM systems and vendor ordering platforms.
• 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.
• Experience using Sales Track CRM.

Responsibilities

• Support Project Managers on larger, more complex projects and independently coordinate smaller, straightforward projects as training progresses.
• Maintain organized project files and accurate records, including order documentation, purchase orders, invoices, and customer/vendor correspondence.
• Establish professional customer relationships and provide timely project updates.
• Track schedules, deadlines, and outstanding items 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 closeout with customers and the project management team.
• Follow internal equipment ordering processes.
• Enter equipment orders and issue purchase orders to vendors.
• Compare estimated shipping dates with contractors’ project schedules and communicate changes.
• Approve vendor invoices, issue customer invoices, and reconcile financials within assigned projects.
• Generate service work orders for equipment start-ups and service visits.
• Assist the project management team with customer documentation requests, including equipment manuals, spare parts lists, and filter lists.
• Ensure the project management team has copies of the general contractor’s payment and performance bonds on public projects.
• Keep internal project management templates and procedures up to date.
• Use Sales Track CRM and vendor platforms to maintain project information and process orders.
• Shadow Project Managers and participate in CMS-provided training.
• Participate in vendor webinars and share relevant information and updates with the project management team.
• Build HVAC equipment and project coordination knowledge through training and hands-on experience.

What This Job Offers

• Job Type: Full-time
• Education Level: Associate degree