Project Management and Estimating Administrative Assistant

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

Job summary

A leading HVAC and mechanical solutions company is seeking a Project Coordinator to manage project closeout documentation, collaborate with project managers, and support various administrative tasks. The ideal candidate will have strong organizational skills, proficiency in Microsoft Office, and a background in project coordination. This is an office-based position offering competitive benefits and opportunities for career advancement.

Benefits

Medical Insurance

Dental Insurance

Vision Insurance

Paid Time Off

401k with Company Match

Qualifications

• 2+ years of administrative or project coordination experience in construction or engineering.
• Ability to multitask and work in a fast-paced environment.
• Strong organizational skills and attention to detail.

Responsibilities

• Submit project closeout documentation and bid bonds for projects.
• Maintain project assignment sheet and assist with project setups in Procore.
• Work with vendors for submittals and lead times.

Skills

Microsoft Office Suite

Project management software (e.g., Procore)

Excellent communication skills

Organizational skills

Problem-solving mindset

Education

High school diploma or equivalent

Associate or bachelor's degree

Job description

Job DescriptionJob Description

Company Background:

We are 24 (and growing) market-leading operating companies that deliver unmatched HVAC, mechanical, refrigeration, plumbing, and electrical solutions. We are actively building the nation's technical service partnership for commercial MEP+ ecosystems, empowering industrial, commercial, and institutional clients—including Fortune 500 companies and other industry leaders across the United States—with reliable, innovative service. Learn more about us at www.kelso-industries.com

Key Responsibilities

• Work with project managers to properly submit project closeout documentation
• Request, complete, and submit bid bonds for projects
• Equipment start up sheets.
• Create belt and filter list for completed jobs.
• Request project related certificate of insurance
• Create Master equipment list
• Prepare warranty letters for project closeout
• Keep project assignment sheet current. Update and send an addition of each new project.
• Assist with getting information and projects set up in Procore for small jobs.
• Work with vendors for submittals, lead times and IOM materials.
• Move projects forward from active – Warranty - Completed (3 years) – Job Archive.
• Submit IOMs
• Other project related tasks as assigned

Qualifications:

• High school diploma or equivalent required; associate or bachelor's degree .
• 2+ years of administrative or project coordination experience (construction, engineering, or similar industry a plus).
• Strong proficiency in Microsoft Office Suite (Word, Excel, and Outlook) and project management software (e.g., Procore).
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Ability to multitask, prioritize, and work in a fast-paced environment.
• Problem-solving mindset and proactive approach.

Work Environment:

• Office-based role.
• Collaborative work with cross-functional teams and external partners

Benefits:

• Medical Insurance
• Dental Insurance
• Vision Insurance
• Paid Time Off
• Paid Company Holidays
• Life Insurance
• Insurance
• 401k with Company Match

Why Join Us?

We're committed to attracting talented individuals who seek a company with a strong foundation of success and an outstanding culture. We proactively provide competitive compensation, comprehensive benefits, and clear pathways for career advancement with autonomy and flexibility in an entrepreneurial environment.

Learn more about us at www.kelso-industries.com

We celebrate and are committed to creating an inclusive environment for all employees. We do not discriminate in any aspect of employment on the basis of , , , , ancestry, , , and/or expression, , veteran status, , or any other characteristic protected by federal, state, or local employment discrimination laws where Kelso does business.