BAS Project Assistant

Mechanical Services of Central Florida, Inc.; Orlando (FL); Vor Ort; USD 22.000 - 32.000; Vollzeit

Zusammenfassung

Mechanical Services of Central Florida, Inc. is seeking a Project Assistant to serve as a hub between office staff, field personnel, and project leadership. The role focuses on taking time-consuming administrative tasks off senior staff, maintaining visibility, reminders, and records.

Project Managers retain final decisions on pricing, scope, and approvals. The position emphasizes organized documentation, safety compliance, and collaboration with Purchasing, Sales, and Field Operations to keep

Qualifikationen

• High school diploma or equivalent.
• Experience in project administration, operations coordination, or office support preferred.
• Exposure to construction, HVAC, building automation, or controls preferred.
• PM coursework or related administrative training preferred.
• Valid driver’s license and acceptable driving record if material delivery is included.

Aufgaben

• Support project administration and maintain organized project folders.
• Track milestones, recurring requirements, open actions, and missing documentation.
• Prepare preliminary project turnover sheets by transferring information from source documents into the standard form.
• Assist with project closeout packages, final records, performance information, and lessons learned.
• Create and maintain CRM opportunities and route service leads to the appropriate local sales resource.
• Serve as a communication link between Project Managers, Controls Managers, Sales, Purchasing, and Field Operations.

Kenntnisse

Organizational skills

Attention to detail

Communication skills

Cross-functional coordination

MS 365 proficiency

Ausbildung

High school diploma or equivalent

Project-management coursework

Tools

CRM systems

SharePoint

Bluebeam

Adobe Acrobat

Jobbeschreibung

About Us

We design, build, operate, and maintain commercial heating, ventilation and air conditioning systems that help clients acheive healthy, productive, and efficient working environments.

Job Summary

MSI is a full service HVACR contractor offering an array of energy efficient air-conditioning services from concept to completion, maintenance to repair and everything in between. With more than 50 years of service under our belt, MSI continues to be recognized for our visionary leadership and superior craftsmanship in the design and installation of energy-efficient cooling systems.

MSI seeks talented performers and offers a challenging and rewarding work environment that emphasizes teamwork, results, and most importantly honesty and integrity. We value our employees and are committed to attracting highly skilled, talented individuals to join our strong, family-oriented workforce and to help us build on our success.

We are a Drug Free Workplace and an Equal Opportunity Employer.

Job Title: Project Assistant

Department: Building Automation & Controls

FLSA Status: Hourly

Reports to: Controls Manager

Coordinates With: Project Managers, Controls Managers, Sales, and Field Operations.

Salary: Commensurate with experience + Benefits

JOB SUMMARY: The Project Assistant serves as an organizational hub between office staff, field personnel, and project leadership. The role is intended to take time-consuming administrative and coordination work off higher-value technical and leadership resources while helping ensure that critical processes are completed and information does not fall through the cracks.

This position is not an Assistant Project Manager role. The employee supports established workflows and creates visibility, reminders, records, and initial system entries. Project Managers and functional leaders retain responsibility for project decisions, pricing, scope, technical interpretation, and final approvals.

Essential Duties & Responsibilities

ESSENTIAL FUNCTIONS:

Safety & Compliance

• Monitor completion of daily pre-task plans and provide supervisors with an easy-to-read list of outstanding items.
• Track vehicle inspection completion and report missing inspections.
• Maintain organized records for required safety documentation and support audit readiness.
• Maintain the mentor and mentee roster, track monthly meetings, and notify managers of overdue activity.

Material & Parts Coordination

• Track material orders, deliveries, packing slips, and outstanding items by project.
• Verify received material against project checklists and identify shortages for follow-up.
• Label, organize, stage, and package job materials by system, equipment, or project area.
• Maintain orderly project staging and warehouse locations so field personnel can retrieve complete job packages efficiently.
• Coordinate missing-part follow-up with Purchasing, Project Managers, and other responsible team members.
• Deliver or transport project materials when authorized and operationally necessary.

Project Administration & Documentation

• Maintain organized and current project folders in SharePoint and other approved systems.
• Track project milestones, recurring requirements, open actions, and missing documentation.
• Prepare preliminary project turnover sheets by transferring information from source documents into the standard form.
• Track whether turnover meetings and required turnover documentation have been completed.
• Assist with project closeout packages, final records, performance information, and lessons learned.
• Support standardization of project records and administrative workflows across offices.

Billing & Accounts Receivable Support

• Maintain a calendar of project billing due dates and remind Project Managers of upcoming deadlines.
• Follow up on missing billing information and communicate status to the appropriate owner.
• Assist Accounts Receivable with project documentation requests and route questions to the responsible Project Manager.
• Track workflow completion without determining billing amounts or making financial decisions.

Scheduling & Forecasting Support

• Support the maintenance and completeness of Rivet project forecasts.
• Follow up with Project Managers on missing or outdated schedule and manpower information.
• Prepare status reports that identify incomplete forecasting inputs and items requiring management attention.

CRM & Opportunity Support

• Create service leads in CRM for completed projects and route them to the appropriate local sales resource.
• Create preliminary CRM opportunities for identified scope gaps or potential change orders when directed by a Project Manager, field leader, estimator, or salesperson.
• Enter available administrative information, assign the opportunity to the responsible owner, and track it until ownership is established.
• Upload supporting documents and maintain opportunity records as requested.
• Do not identify scope gaps, establish pricing, determine margin, prepare technical scope, or approve proposals.

General Coordination & Reporting

• Serve as an additional communication link between Project Managers, Controls Managers, Sales, Purchasing, Accounts Receivable, and Field Operations.
• Maintain clear tracking logs, recurring reports, and follow-up reminders.
• Escalate overdue, missing, or unclear items to the appropriate responsible leader.
• Support local office needs first, then assist shared or statewide processes as workload permits.

Qualifications

QUALIFICATIONS:

Education and Experience

• High school diploma or equivalent.
• Experience in project administration, operations coordination, customer service, logistics, or office support is preferred.
• Exposure to construction, HVAC, building automation, controls, electrical, or low-voltage work is preferred.
• Project-management coursework or related administrative training is preferred.
• Valid driver’s license and acceptable driving record if material delivery is included in the assigned duties.

Knowledge and Skills

• Strong organizational skills with the ability to manage multiple open items and recurring deadlines.
• High attention to detail and a consistent follow-through mindset.
• Clear written and verbal communication and the ability to coordinate effectively across departments.
• Working proficiency with Microsoft 365 applications, including Outlook, Excel, Word, Teams, and SharePoint.
• Ability to learn CRM, scheduling, document-management, and project-tracking systems.
• Experience with CRM systems, SharePoint, Bluebeam, Adobe Acrobat, or similar project-document tools is preferred.
• Dependable, professional, and comfortable working in a fast-moving environment.

SAFETY RESPONSIBILITIES:

• Each employee has a responsibility for their own safety, the safety of their co-workers, and the community in which they are operating.
• In the performance of duties and responsibilities, you are expected to observe all safety, health, and loss prevention rules, practices, and procedures, as well as specific instructions related to the safe and efficient performance of your work.
• An effective and viable safety, health, and loss prevention program will be attained only when all employees are safety conscious and keenly aware, both mentally and physically, of the potential hazards of your environment.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

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Equal Opportunity Employer

As a leading provider of mechanical and electrical construction, facilities services, and energy infrastructure, we offer employees a competitive salary and benefits package and we are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

Affirmative Action Policy

Please review our Affiantive Action Policy.