Project Administrator

AIR Control Concepts•Richmond, VA

6d•$55,000 - $70,000

About The Position

The Project Administrator provides administrative and coordination support across parts, service, sales, and project management functions. The role maintains documentation, tracks schedules and shipments, processes orders, and communicates routine updates to support smooth project execution. It also supports the AIR Global team in maintaining quality standards and completing projects efficiently and on time.

Requirements

At least 1 year of experience in project coordination, operations support, customer service, or a related administrative role.
Familiarity with construction, mechanical/electrical/controls, HVAC, or building systems environments, or willingness to learn.
Proficiency with Microsoft Office, including Excel, Outlook, and Word.
Strong organizational skills and high attention to detail and documentation accuracy.
Clear written and verbal communication skills and comfort interacting with internal teams and vendors.
Ability to manage multiple tasks, manage time, and follow standardized processes.

Nice To Haves

Associate’s or Bachelor’s degree in Business or a related field preferred.
Experience with ERP/CRM systems such as SAP, NetSuite, Sage, Salesforce, or similar.
Comfort learning vendor portals, ERP/CRM systems, and common project tools such as SharePoint and Teams.

Responsibilities

Develop and maintain order entry procedures for all products.
Respond to customer inquiries, resolve issues, and support customer satisfaction.
Support the AIR Global team in managing projects to appropriate quality standards and completing them efficiently and on time.
Order equipment from manufacturers accurately and efficiently.
Track and communicate project milestones, lead times, and delivery schedules to contractors and internal teams.
Process change orders, verify pricing and scope adjustments, and update project documentation.
Coordinate shipping and logistics with manufacturers and customers.
Ensure key information and data are effectively shared and appropriately retained.
Coordinate with stakeholders, including accounting, estimating, project managers, customers, and vendors.
Complete the workflow of project information and order management.
Attend relevant meetings to support customer orders.
Work with Accounting to reconcile AP and AR invoices, review order-related cost variances, and coordinate and process necessary order corrections or updates.
Coordinate customer invoicing with Accounting to ensure accurate order information and supporting documentation.
Participate in team meetings and product training to enhance industry knowledge.