Contracting Project Administrator

Jobtailor; Idaho; On-site; USD 50,000 - 70,000; Full time

Job summary

Jobtailor seeks a detail-oriented Project Administrator to support our HVAC and construction-related projects. You will manage project lifecycles, procurement, invoicing, and cost tracking while coordinating with regional leadership, legal, and finance teams.

The role emphasizes contract compliance, timely project delivery, and collaboration with internal and external customers. Overtime and weekend work may be required.

Qualifications

• High School diploma or GED with up to 2 years of related experience or equivalent combination of education and experience
• Strong communication skills
• Proactive approach and ability to work independently or in a team
• Problem solving, decision making, rational thinking and good judgment
• Ability to prioritize tasks to meet tight deadlines in a fast-paced environment
• Experience with financial systems and basic accounting (AR/AP) is a plus
• Knowledge of construction law and regulations is a plus
• HVAC familiarity is helpful but not required
• Overtime and weekends as needed

Responsibilities

• Follow established standard work and processes using several enterprise systems
• Coordinate the transition of projects from Sales to Operations within enterprise systems
• Administer projects throughout their life cycle to ensure contract compliance and successful delivery
• Coordinate with regional leadership, contract management, legal, and financial services
• Manage procurement processes according to project requirements
• Handle material ordering and tracking, issue purchase orders and subcontracts to vendors
• Coordinate monthly customer invoicing according to customer requirements and PM direction
• Record project costs: timesheets, forecasting, and vendor invoices
• Use project reports to support cost tracking and project administration
• Review billing backlog and coordinate with PMs, BAS/HVAC techs, customers, and Trane claims to resolve obstacles
• Ensure timely completion of projects and foster a positive culture through interaction with internal and external customers

Skills

Strong communication

Proactive approach

Team collaboration

Decision making

Rational thinking

Good judgment

Tools

Enterprise Systems

Project Reports

Job description

• Follow established standard work and processes using several enterprise systems
• Coordinate the transition of projects from Sales to Operations within enterprise business systems
• Administer projects throughout their entire life cycle to ensure contract compliance and successful delivery
• Coordinate with regional leadership, contract management, legal, and financial services
• Manage procurement processes according to project requirements
• Handle material ordering and tracking, and issue purchase orders and subcontracts to qualified vendors
• Coordinate monthly customer invoicing according to customer requirements and Project Manager direction
• Coordinate accurate and timely recording of project costs, including timesheets, forecasting assistance, and vendor invoices
• Use project reports to support cost tracking and project administration
• Review billing backlog and coordinate with Project Managers, BAS and HVAC Field Technicians, customers, and Trane claims to resolve obstacles
• Ensure timely completion of projects and foster a positive culture through close interaction with internal and external customers

Requirements

• High School diploma or GED and up to two (2) years of related experience and/or training, or equivalent combination of education and experience
• Strong communication skills
• Proactive approach and willingness to work independently and as part of a team
• Ability to perform problem solving, decision making, rational thinking, and exercise good judgment
• Experience prioritizing tasks to meet tight deadlines in a fast-paced environment
• Previous experience with financial systems and basic accounting, including accounts receivable and accounts payable, is an asset
• Knowledge of construction law and regulations is an asset
• Familiarity with HVAC systems is preferred but not required
• Flexibility to work overtime and weekends as required

Core Competencies

Demonstrates strong project administration capabilities, ensuring contract compliance and successful delivery while coordinating with various stakeholders. Proficient in managing procurement processes and financial systems to support project execution and invoicing.

Highest-signal resume keywords

• Project Administration
• Procurement Management
• Financial Systems Experience
• Strong Communication Skills
• Problem Solving

ATS Optimization Keywords

Hard Skills

• Project Cost Tracking
• Material Ordering
• Purchase Order Issuance
• Contract Compliance
• Invoicing
• Accounts Receivable
• Accounts Payable
• Construction Law Knowledge
• HVAC Systems Familiarity

Soft Skills

• Proactive Approach
• Team Collaboration
• Decision Making
• Rational Thinking
• Good Judgment

Industry Keywords

• Construction Regulations
• Financial Services
• Customer Interaction

Tools & Technologies

• Enterprise Systems
• Project Reports