HVAC Project Coordinator – Office-Based

Midwest Applied Solutions; Hillside (NJ); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) company match

Tuition Reimbursement

Disability insurance

Life Insurance

Paid Time Off & Holidays

Volunteer Hours

EAP

Parental leave

Job summary

Midwest Applied Solutions, Hillside, IL, is seeking a Project Administrator to join our in-office team. This full-time role supports order entry, schedule tracking, and project documentation to ensure smooth closeout of HVAC projects.

You will coordinate with sales engineers and manufacturers, keeping customers informed from order to delivery. The position emphasizes ownership of processes, proactive follow-up, and clear communication to prevent gaps between order entry and delivery.

Qualifications

• Minimum high school diploma; further degree a plus.
• Ability to manage many concurrent projects and deadlines with accuracy.
• Excellent written and verbal communication with contractors and factory contacts.
• Proficient with MS Office, especially Excel and Outlook; learn CRM systems quickly.
• Detail-oriented with strong data-entry and documentation skills.
• Authorized to work in the United States and able to work on-site in Hillside, IL.

Responsibilities

• Enter and verify purchase orders with accuracy against quotations and POs.
• Track releases, ship dates, and provide proactive status updates to customers and sales team.
• Assemble and deliver O&M manuals, warranty docs, and startup paperwork for closeout.
• Maintain organized project files, acknowledgements, and correspondence.
• Support invoicing, commission reconciliation, and parts orders as needed.
• Serve as main point of contact for contractors and customers on status and documentation.

Skills

Strong communication

Attention to detail

Independent worker

Team player

Education

High school diploma or equivalent

Associate/Bachelor’s degree a plus

Tools

Microsoft Office

Excel

Outlook

CRM systems

Job description

Midwest Applied Solutions, Hillside, IL, is seeking a Project Administrator to join our in-office team. This full-time role supports order entry, schedule tracking, and project documentation to ensure smooth closeout of HVAC projects.

You will coordinate with sales engineers and manufacturers, keeping customers informed from order to delivery. The position emphasizes ownership of processes, proactive follow-up, and clear communication to prevent gaps between order entry and delivery.