HVAC Project Administrator: Drive On-Time Projects

Smart Air Systems, Inc.; Deerfield Beach (FL); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Health Insurance (after 90 days)

Paid Time Off

Simple IRA with employer match

Job summary

Smart Air Systems, Inc. seeks a Project Administrator — Commercial HVAC in Deerfield Beach, FL. The role coordinates schedules, RFIs, submittals, POs, costs, and vendor activities to support the Sales Team and Foremen from kickoff through closeout.

You will manage project schedules, costs, and invoices, while communicating with internal teams and clients to ensure on-time performance and profitability. This is a full-time on-site role with growth opportunities.

Qualifications

• Experience with Sage 300 CRE for job-cost tracking and project accounting.
• Proficient in Microsoft Project and reading/building Gantt charts.
• Strong communication, detail-oriented, and able to prioritize multiple projects.
• Familiarity with permitting, inspections, RFIs, submittals, SOVs, and change orders in South Florida.
• Background check and drug screening required.
• Organized, self-starting, open listener and communicator.

Responsibilities

• Manage projects from kickoff to closeout with organized digital files.
• Create and interpret project schedules and Gantt charts in MS Project.
• Track costs, change orders, and SOVs in Sage 300; generate profitability reports.
• Coordinate deliveries, warehouse logistics, vendors, and subcontractors.
• Prepare and track submittals, RFIs, permits, and inspections.
• Process invoices and assist with monthly billing.
• Provide weekly project updates to clients and internal teams.
• Establish trust and build relationships with internal and external teams.
• Find creative solutions with a collaborative approach.

Skills

Sage 300 CRE

Microsoft Project

Communication skills

Attention to detail

Project prioritization

Team collaboration

Tools

Sage 300 CRE

Microsoft Project

Job description

Smart Air Systems, Inc. seeks a Project Administrator — Commercial HVAC in Deerfield Beach, FL. The role coordinates schedules, RFIs, submittals, POs, costs, and vendor activities to support the Sales Team and Foremen from kickoff through closeout.

You will manage project schedules, costs, and invoices, while communicating with internal teams and clients to ensure on-time performance and profitability. This is a full-time on-site role with growth opportunities.