Replacement Project Administrator

Conditioned Air Company of Naples, LLC•Ft. Myers, FL

13d•Onsite

About The Position

This role supports the Replacement Department by helping coordinate project paperwork, customer communication, scheduling updates, permits, job files, and day-to-day administrative tasks to help ensure projects move smoothly from start to finish.

Requirements

Experience in office administration, project coordination, construction administration, customer service, or a similar administrative support role.
Detail-oriented, organized, and able to manage multiple tasks, deadlines, and follow-ups accurately.
Comfortable entering, updating, and maintaining information in computer systems, reports, spreadsheets, job files, and project documentation.
Able to support project scheduling, paperwork flow, permit tracking, customer updates, material coordination, and internal communication related to replacement jobs.
Professional and comfortable communicating with customers, vendors, inspectors, field team members, sales team members, project managers, and internal departments.
Skilled with Microsoft Office, including Outlook, Word, and Excel.
Able to review information for accuracy, identify missing details, and follow through until tasks are completed.
Dependable, consistently on time, responsive to requests, and willing to receive feedback to improve performance.
Able to stay calm, positive, and professional in a busy environment where priorities may shift throughout the day.
A strong team player who takes ownership, communicates clearly, and helps keep projects organized and moving forward.
Comfortable handling confidential information with care and discretion.
High School Diploma or GED required.
1 year of office administration, project coordination, customer service, or related experience preferred.

Nice To Haves

Experience with ServiceTitan, SAWIN, or similar service/construction software is a plus.
Knowledge of HVAC, construction, permitting, scheduling, or project administration is preferred.
Associate degree preferred.

Responsibilities

Coordinate project paperwork, customer communication, scheduling updates, permits, and job files.
Handle day-to-day administrative tasks to ensure smooth project progression.
Enter, update, and maintain information in computer systems, reports, spreadsheets, job files, and project documentation.
Support project scheduling, paperwork flow, permit tracking, customer updates, material coordination, and internal communication.
Review and approve commissions for sales individuals within the replacement department.
Communicate professionally with customers, vendors, inspectors, field team members, sales team members, project managers, and internal departments.
Review information for accuracy, identify missing details, and follow through until tasks are completed.
Handle confidential information with care and discretion.