Project Administrator

Midwest Applied Solutions•Boise, ID

About The Position

The Project Administrator administers, implements, and manages commercial HVAC equipment projects to ensure successful delivery to customers. Working closely with the project management team, the role learns and follows company processes and standards for customer satisfaction. The position may manage mechanical projects ranging from $10,000 to $1,000,000 and includes coordinating schedules, customer communication, equipment orders, vendor and customer invoices, project documentation, and closeout. The role also shadows Project Managers, participates in training and vendor webinars, and visits jobsites with Sales Engineers. Advancement to a Project Management role may be possible. The position works primarily in an office environment, with occasional jobsite visits. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would cause undue hardship.

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, including the ability to manage schedules, documentation, and competing priorities.
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.
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 mechanical projects ranging from $10,000 to $1,000,000.
Establish professional customer relationships and provide accurate status reports and project reviews.
Manage schedules to support timely completion of assigned projects.
Communicate with customers and representatives, including building owners, mechanical contractors, other trades, subcontractors, and field support staff.
Coordinate project scope, budgets, performance, and closeout with customers.
Ensure compliance with internal equipment-ordering processes.
Enter equipment orders and issue purchase orders to vendors.
Compare estimated 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.
Participate in vendor webinars and report new information, changes, and updates to the project management team.
Visit jobsites with Sales Engineers to learn about the equipment and industry.