Commercial Project Assistant- HVAC

ZipRecruiter; Lancaster; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading HVAC contractor is seeking a Commercial Project Assistant in Lancaster to provide administrative support and manage bids, documentation, and permits for HVAC projects. Ideal candidates are detail-oriented and proactive. The role offers competitive pay, PTO, and benefits including medical insurance and a 401(k) plan. Opportunities for career advancement as an HVAC Apprentice Administrator/Project Manager Assistant are available.

Benefits

Competitive pay

PTO per company policy

Six paid holidays

Group medical insurance

401(k) plan

Section 125 plan

Qualifications

• Highly organized and motivated individual.
• Ability to learn new systems quickly.
• Self-motivated with minimal supervision.

Responsibilities

• Manage incoming bid requests via various channels.
• Maintain bid tracking systems and assist estimating team.
• Create and review job setup documentation.
• Apply for and manage building permits.
• Support apprenticeship program administration.

Skills

Detail-oriented

Organizational skills

Proactive

Microsoft Office proficiency

Effective communication

Tools

Trello

GE

Procore

Textura

Fieldwire

Job description

Job DescriptionJob DescriptionDescription:

For over 40 years, Accurate Heating, Cooling & Plumbing has been the trusted HVAC contractor for quality-focused customers across Central Ohio. Our reputation for excellence is backed by decades of reliable service and a commitment to doing business the right way. Our mission says it all: “To become the Trusted Comfort Advisor for every Homeowner and Business in Ohio by applying Moral and Ethical business principles.” We take pride in delivering top-tier workmanship and unmatched customer satisfaction. At Accurate, we’re not just hiring for a job—we’re building careers. If you're passionate about making a difference and growing with a company that values integrity, quality, and long-term success, we’d love to have you on our team.

Requirements:

We are seeking a highly organized and motivated Commercial Project Assistant to support our Commercial HVAC Department. This role is essential in providing both administrative and project management support, ensuring smooth coordination across bids, job setup, documentation, and field operations. The ideal candidate is detail-oriented, proactive, and eager to grow into a more advanced role within the department.

Key Responsibilities:

• Manage all incoming bid requests via phone, voicemail, email, and bid platforms
• Maintain and organize internal bid tracking systems (e.g., Trello)
• Assist the estimating team with information gathering and documentation
• Create new jobs in GE, review contracts for safety, prevailing wage, retainage, and other compliance requirements
• Distribute job setup documentation (TE Forms, SOV, BUD lines, RJM Phases, City Tax Finder, billing schedules, COIs, etc.)
• Apply for and manage building/mechanical permits for HVAC projects
• Schedule inspections and distribute results
• Create and send Owner’s Manuals for completed projects
• Support Commercial Sales Administrator with job entry into GE
• Assist with TechCred grant paperwork and apprenticeship program administration (enrollment, OJT hours, raises, certifications, school coordination)
• Close out projects in GE and archive project folders
• Track and maintain cost code spreadsheets
• Plot drawings for field use and assist with Fieldwire maintenance
• Process change orders in GE/Procore/Textura, manage lien waivers, material invoices, and photo documentation

Performance Indicators:

• Ability to quickly learn new systems, processes, and software
• Efficiency and accuracy in task completion
• Proficiency in Microsoft Office and project management tools
• Self-motivation and ability to stay productive with minimal supervision
• Positive contributions to the growth and success of the Commercial HVAC Department
• Professional attitude and consistent effort

Location: Lancaster Office Schedule: Full-Time Reports To: Department Director

(Position to transition into HVAC Apprentice Administrator / Project Manager Assistant upon completion of training and based on departmental needs)

Compensation & Benefits:

• Competitive pay based on experience
• PTO per company policy
• Six paid holidays
• Group medical insurance
• 401(k) plan
• Section 125 plan
• Additional benefits as outlined in the company policy manual