HVAC Project Support Specialist

Mesa Energy Systems, Inc.; Phoenix (AZ); On-site; USD 42,000 - 65,000; Full time

Job summary

Mesa Energy Systems, Inc. in Phoenix, AZ seeks a detail-oriented back-office support professional to assist pre-construction design-build teams and project implementations.

This role supports administrative tasks, coordinating kick-off meetings, actioning minutes, and handling project billing and documentation. The ideal candidate has 2+ years in back-office support, strong communication skills, and proficiency with Microsoft Office and Adobe Acrobat.

Qualifications

• Pursuing college degree or equivalent work experience.
• Experience taking detailed meeting minutes.
• 2+ years’ experience in back-office support.
• Effective communications skills and ability to work well with a team.
• Detail oriented, logical, and methodical approach to problem solving.
• Excellent organizational skills.
• Scheduling and planning experience.
• Strong proficiency with Microsoft Office and Adobe Acrobat.

Responsibilities

• Receive bid documents from sales team and generate new project packets for the project implementation team.
• Coordinate “kick off” meetings with Sales & Implementation teams.
• Take meeting minutes.
• Project Billing- Manage all project billing (Schedule of Values, progress billing, etc.).
• Generate status updates on active projects.
• Manage cost invoicing from vendors & subcontractors based on project manager requirements. Ensure cost gets posted to our internal accounting system.
• Generate subcontracts per job requirements.
• Perform routine clerical duties – setting up new files, maintaining and organization of department files, reproducing documents, drawings, etc. for bid process and design production.
• Generate Purchase orders
• Create O&M (Close-out) docs per customer requirements.
• Work with Project teams to generate change orders & deductive change orders.

Skills

Meeting minutes

Back-office support

Effective communication

Organizational skills

Scheduling and planning

Microsoft Office

Adobe Acrobat

Education

Pursuing college degree or equivalent work experience

Job description

Mesa Energy Systems, Inc. in Phoenix, AZ seeks a detail-oriented back-office support professional to assist pre-construction design-build teams and project implementations.

This role supports administrative tasks, coordinating kick-off meetings, actioning minutes, and handling project billing and documentation. The ideal candidate has 2+ years in back-office support, strong communication skills, and proficiency with Microsoft Office and Adobe Acrobat.