HVAC Project Coordinator & Operations Admin

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

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with match

Disability insurance

FSA/HSA

Commuter benefits

Career growth

Small-company environment

Job summary

Midwest Applied Solutions in Hillside, IL seeks a Project Administrator to manage order entry, tracking, and closeout documentation for HVAC projects. You will work with Sales Engineers and manufacturers to ensure accurate data, timely updates, and complete O&M documentation that closes a job out cleanly.

This in-office role requires ownership of the process, strong organization, and proactive communication to keep all stakeholders informed across multiple projects and deadlines.

Qualifications

• High school diploma or equivalent; college degree a plus.
• Ability to manage many concurrent projects with deadlines.
• Strong written and verbal communication with contractors and factory contacts.
• Proficiency with Excel, Outlook, and CRM systems.
• Detail-oriented with data entry accuracy and documentation review.
• Independent work style with ownership of follow-up and teamwork.

Responsibilities

• Enter and verify orders with manufacturers, ensuring accuracy of quantities, models, options, and pricing.
• Review incoming POs for discrepancies and resolve with Sales Engineer before release.
• Distribute acknowledgements and confirm factory acceptances match orders.
• Process change orders, revisions, and cancellations with pricing/schedule impact.
• Track releases, production status, and ship dates; maintain a single source of truth.
• Coordinate release-for-production dates with customers and factories; communicate lead times.
• Assist with invoicing support, commissions, and orders for replacements as needed.
• Assemble O&M manuals and closeout documentation; maintain organized project files.
• Serve as day-to-day contact for contractors and customers on status and delivery.
• Support outside sales with quote follow-up, bid-date tracking, and CRM updates.

Skills

Communication

Attention to detail

Data entry

Organization

CRM proficiency

Excel proficiency

Team coordination

Education

High school diploma or equivalent

Associate's or Bachelor's degree a plus

Tools

Microsoft Office

Job description

Midwest Applied Solutions in Hillside, IL seeks a Project Administrator to manage order entry, tracking, and closeout documentation for HVAC projects. You will work with Sales Engineers and manufacturers to ensure accurate data, timely updates, and complete O&M documentation that closes a job out cleanly.

This in-office role requires ownership of the process, strong organization, and proactive communication to keep all stakeholders informed across multiple projects and deadlines.