Assistant Project Administrator-HVAC

Shelby American, Inc.; Lancaster (OH); On-site; USD 35,000 - 55,000; Full time

Job summary

An established industry player is seeking a Project Assistant to provide vital administrative support. This role involves managing project documentation, tracking progress, and ensuring smooth project execution. The ideal candidate will have a passion for customer service, excellent communication skills, and the ability to handle multiple tasks efficiently. Join a dedicated team committed to quality and customer satisfaction, where your contributions will help shape successful projects in the HVAC industry. If you are detail-oriented and eager to grow in your career, this opportunity is perfect for you.

Benefits

PTO per Company Policy

6 Paid Holidays

Health Insurance

Dental Insurance

Vision Insurance

STD Insurance

Life Insurance

401(k) Plan with Company Match

125 Plan

Qualifications

• Strong customer service skills and attention to detail are essential.
• Excellent written and verbal communication abilities are required.

Responsibilities

• Provide administrative support to project teams and manage project documentation.
• Track project progress and ensure smooth execution of various tasks.

Skills

Customer Service

Detail Oriented

Written Communication

Verbal Communication

Time Management

Tools

Trello

Fieldwire

Construction Software

Job description

Description

WHO WE ARE For more than 4 decades, Accurate Heating, Cooling and Plumbing has been the HVAC contractor of choice for quality-minded customers in Central Ohio. Besides the fact that we have earned a reputation for being the best in the business, our mission statement says it all, “Become the Trusted Comfort Advisor for every Homeowner and Business in Ohio by applying Moral and Ethical business principles.”

Our team prides itself on a true dedication to quality and unparalleled customer satisfaction. We don’t want to hire for a job; we want to hire for a career.

JOB OVERVIEW
The Project Assistant provides administrative support to the Estimators, Project Managers and Director primarily focusing on tasks like managing project documentation, tracking progress and ensuring a smooth execution of a project by handling various pre and post construction needs.

GENERAL RESPONSIBILITIES

1. Opportunity management
   • Be the voice for the HVAC Mechanical and Hydronics Dept.
   • Works closely with CSRs to field questions about bidding, determining client needs and who/what dept the opportunity goes to.
   • Receive & respond to phone calls & emails about bidding
   • Develop relationships with GC precon admins/estimators/subs to become the go-to-person for bidding information.
2. Manage bid sites such as Building Connected, Plan Hub, Procore, BX, etc.
   • Learn how to navigate each site
   • Responds to bid invites appropriately
3. Manage Bids@accuratehvac email
   • Responds to bid invites appropriately
   • Sends filtered opportunities to Trello to track
4. Filter opportunities at a high level
   • Understands each department geographically territories
   • Learns which clients Accurate wants and does not want to work with
5. Keep Trello updated & organized
   • Updates cards with new information
   • Moves cards through the process
   • Sends filtered bid invites to Trello
   • Participates in weekly bid meetings
6. Capture bidding information for reports.
   • Maintains Accurate Mechanical Bid List spreadsheet
   • Maintains HVAC Project Bid Gantt Chart spreadsheet
   • Maintains Department Director’s work spreadsheet
   • Performs bid follow up and tracks results in spreadsheets above and informs estimator of any feedback
7. Precon Document management
   • Download or procure bid documents (both for reviewing & bidding)
   • Separates drawings into PLMB & HVAC and puts in a Review folder for estimator’s review for decision to bid or not.
   • Create Bidding folders for opportunities determined to pursue
   • Keep bid folders organized and up to date
   • Update folders as projects move from budget to bidding to sold/lost
   • Update bid set drawings and spec books with addendum or bulletin updates so that a single set of drawings and specs are always current
   • Archive old bid files based on a time frame we determine
   • Delete old bid files based on a time frame we determine
8. Permits
   • Secure permits for all new commercial jobs
   • Schedule inspections for all commercial jobs
   • Distribute inspection results appropriately
9. Vendor/Subcontractor management
   • Send out RFQs along with bid document
   • Obtain and file quotes
   • Distribute addendums, RFIs & clarifications in a timely manner
   • Distribute questions/RFIs to appropriate estimators
10. Closeout procedures and tasks
    • Obtains closeout documents and builds the owner’s manual
    • Works with the appropriate Project Manager to ensure timely delivery
    • Inform project manager of missing information/documentation; as-build drawings & substantial completion date
11. Other tasks as required
    • Attend prebid meetings and gather information (rare occasions)
    • Attend bid openings and deliver bids and capture information (rare occasions)
    • Assist VP and Director of HVAC Mechanical as needed
    • Work closely with Project Management teammates
    • Attend job meetings as needed. (Remotely, if possible, but may include onsite).
    • Generate submittals under the direction of Project management with the ability to interpret compliance to schedules/spec.
    • Change order/RFI/Submittal tracking.
    • Procurement tracking with vendors.
    • Manage issuing access, drawings, submittals, various items to Fieldwire/Construction software.

QUALIFICATIONS

• A passion for customer service
• Detail oriented and good follow through
• Written and verbal communication skills
• Patience, compassion and empathy
• Time management skills

BENEFITS

• PTO per Company Policy
• 6 paid holidays
• Health, Dental, Vision, STD, Life Insurance
• 401(k) plan, including company match
• 125 Plan

EQUAL OPPORTUNITY EMPLOYER
We’re an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.