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.