Project Administrator:
The Project Administrator is responsible for providing comprehensive administrative and operational support throughout the lifecycle of commercial HVAC projects. This role ensures projects are properly established, contract requirements are met, compliance documentation is maintained, billing is processed accurately, and communication flows effectively between internal teams, customers, subcontractors, and vendors.
Essential Duties and Responsibilities:
- Set up new projects in company system and maintain project documentation.
- Review contracts and subcontract agreements to identify administrative requirements, compliance obligations, and billing terms.
- Prepare and manage permits, AIA billing, Schedule of Values (SOVs), change orders, and project billing.
- Coordinate subcontractor setup, including subcontract agreements, Certificates of Insurance (COIs), and W-9s.
- Maintain contractor compliance through platforms such as ISNetworld (ISN), Avetta, and customer portals.
- Assist with Requests for Proposal (RFPs) and Requests for Qualifications (RFQs).
- Prepare and distribute operational and project reports.
- Coordinate fleet insurance matters, workers' compensation claims, and accident reporting.
- Communicate effectively with customers, subcontractors, vendors, insurance carriers, and internal teams.
Qualifications:
- Experience in construction, commercial HVAC, mechanical contracting, or project administration preferred.
- Knowledge of construction contracts, permitting, AIA billing, change orders, and Schedule of Values (SOVs).
- Familiarity with ISNetworld, Avetta, and other contractor compliance platforms is preferred.
- Proficiency in Microsoft Office, Excel, Word and Nitro PDF.
- Strong organizational, time management, and multitasking abilities.
- Excellent verbal and written communication skills.
- Ability to work independently while managing multiple priorities in a fast-paced environment.
- High attention to detail with strong problem-solving skills.
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Disability insurance
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
