Project Administrator

The Project Administrator is responsible for the administration, implementation, management and delivery of commercial heating and cooling equipment projects. This will be achieved by working closely with our Office Manager to learn about our processes and ultimately deliver on our high standards for customer satisfaction and success.

Responsibilities

• Establishes customer and vendor relationships; in person, via emails and phone calls
• Assists with project schedules, deliverables, and close‐out with customers
• Communicates with customers; including building owners, mechanical contractors, other trades, subcontractors, field support staff and vendors
• Responsible for the timely completion of project assignments
• Compares estimated ship dates with contractor’s project schedule and addresses delays.
• Coordinates equipment start‐ups and service visits
• Processes equipment warranty and closeout documentation with our customers and vendors
• Assists Sales Team with requested documentation from our customer (equipment manuals, spare parts, and filter lists)
• Assembles and distributes installation, operations and maintenance (IOM) literature as stated in the project submittal, specification and/or purchase order, including project‐specific information
• Visits jobsites with Sales Team to gain a better understanding of our equipment and industry
• Capable of managing projects up to $1,000,000
• Responsible for entering orders and issuing purchase orders to vendors
• Tracks orders and prepares shipping reports for distribution to customers
• Ensures compliance with internal ordering processes
• Responsible for entering and approving vendor and customer invoices, and issuing invoices
• Ensures the project files have copies of the general contractor’s payment and performance bonds on all public projects
• Keeps internal templates, sales software and job files up to date
• Participates in vendor webinars and reports back to the project team with new information, changes, and updates
• Assists with parts quoting, managing, and delivering parts orders
• Provides assistances when needed for answering phones and assists callers and redirect call in a positive and courteous manner
• Prepares letters and/or packages for pick‐up/delivery, including obtaining freight quotes, completing on‐line shipping documentation and scheduling pick‐ups
• Sets‐Up internal and external meetings, including booking meeting room(s), ordering refreshments, and assisting with obtaining training or other materials if required. Notify attendees of location, date, time, etc. as required
• Provides assistance and support to company personnel as requested

Required Skills

• Proficient in Microsoft Office
• Quickbooks experience preferred
• Attentive to detail
• Highly organized and able to manage multiple ongoing projects
• Good communication and collaboration

Experience - Minimum of two (2) years of either project management experience, HVAC experience, Associate’s degree, or an equivalent combination of education and experience. This position works in a typical office environment with occasional visits to jobsites. Good communication and collaboration skills are essential.