Controls & Project Assistant
Full Job Description
For over 60 years, Holbrook Service has been providing quality, commercial HVAC service across the mountain west region. We are a family-owned company with regional offices in Utah, Colorado and Idaho. Our commitment to our employees and customers is second to none. Our expansive customer base consists of telecom, medical, education, industrial, retail and commercial buildings. We are experiencing steady growth in our Colorado region and are searching for candidates to join our Colorado Springs Project Department.
Holbrook Service is hiring for a Controls & Project Assistant. This individual will be responsible for assisting our Controls & Project Departments by providing support, organization and coordination for project activities and collaborating with project team members for the success of each project. The right individual will have high energy, the ability to multi-task in a fast-paced environment while maintaining organization and communication.
Responsibilities:
· Assist with maintaining and distributing a schedule for all Technicians
· Coordinate internal and external resources for each project
· Provide project updates on a consistent basis to various stakeholders on each project
· Maintain and keep up to date the Project Management Task tool, and electronic project folders
· Manage purchase order distribution and closeout to techs for project materials and parts, as well as purchase orders for subcontractors and rental equipment
· Receive technician times weekly, apply hours to appropriate project, submit timesheets to accounting department for payroll
· Assist as needed with procurement of each newly approved project, including but not limited to project set up, invoicing, requesting/submitting/tracking submittals, equipment orders and providing additional support
· Assist with project equipment orders by working closely with vendors to track and follow up on equipment lead times
· Receive, document, and tag the receipt of project equipment and materials
· Create a job field book for each project to provide to our field leads
· Draft, submit, log/track, and file all RFI and Submittal documentation
· Pull and log all project permits, Request and schedule inspections
· Create and complete project closeout documentation and submit to the client at the closure of each project
· Attend regular meetings with Controls & Project Management Team, Sales Team, and Division Manager that discusses project progress, sales status, and project department goals; Create, manage and file all meeting minutes
· Receive service and warranty requests from clients, and dispatch the appropriate personnel
· Review weekly open work order reports, research and investigate open work orders and their associated PO’s, close out any discrepancies
· Frequently research and source new vendors and subcontractors
Qualifications (Preferred):
· 1 year in a support or administrative role in an office setting
· Planning, Scheduling, or Coordinating experience
· Excellent communication and time management skills
· Solid organizational skills including attention to detail and multitasking skills
· Strong working knowledge of MS Suite products
· Strong attention to detail
Job Type: Full-time
Pay: $50,000.00 - $65,000.00 per year
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
