Company Overview
Schwenn Services & Contracting is a full-service HVAC and Electrical company specializing in serving commercial, industrial, and service markets. We are dedicated to delivering high-quality solutions and exceptional service to our clients across diverse sectors.
Position Summary
The Project Administrator provides administrative, coordination, and documentation support for HVAC and Electrical contracting and service projects. This role supports Project Managers, Service Managers, Operations Manager, SR Project Administrator, Technicians, Subcontractors, Vendors, Customers, and Accounting teams to help ensure projects and service work are organized, properly documented, and completed on schedule.
Reports to
Operations Manager
Key Responsibilities
· Provide administrative support for HVAC and Electrical construction projects, service calls, preventative maintenance work, and small projects.
· Assist Project Managers and Service Managers with job setup, documentation, scheduling, customer communication, and project closeout.
· Create, maintain, and organize project files, service records, purchase orders, subcontracts, change orders, RFIs, submittals, warranties, closeout documents, and related correspondence.
· Coordinate with Customers, General Contractors, Subcontractors, Suppliers, Technicians, Inspectors, and internal departments to support timely information flow.
· Track project and service milestones, deadlines, material orders, permit requirements, inspection dates, and outstanding documentation.
· Prepare and distribute meeting notes, project updates, service reports, proposals, work orders, and other administrative documents as needed.
· Support billing processes by collecting technician paperwork, reviewing work order details, tracking approved change orders, preparing backup documentation, and coordinating with your Operations Manager on what jobs need to be billed. The Operations Manager will send the SR Project Administrator the projects and service work that needs to be billed on a weekly basis.
· Assist with contract administration, including reviewing awarded scope, verifying documentation requirements, and helping ensure compliance with customer and company procedures.
· Maintain accurate records in project management, dispatch, or customer relationship management systems.
· Support procurement activities by requesting vendor quotes, tracking material deliveries, following up on purchase orders, and communicating lead times to the project or service team.
· Assist with safety, compliance, insurance, licensing, permit, and certificate documentation as required.
· Provide professional customer service and timely follow-up for internal and external project or service inquiries.
Requirements
- High school diploma with relevant experience, or an Associate’s degree in business administration, construction management, or a related field.
- 2 to 5 years of administrative experience
- Proficiency in Microsoft Office and specialized project or accounting software.
- Strong organization, high attention to detail, and clear verbal and written communication.
Join us as a Project Administrator and be part of a forward-thinking team committed to delivering innovative HVAC and Electrical solutions through meticulous planning and collaborative effort!
Pay: $25.00 - $28.00 per hour
Benefits:
- 401(k)
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
