HVAC Projects Coordinator – Growth & Impact

AIR Control Concepts; Richmond (VA); On-site; USD 55,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, vision, and life ins.

401(k) with company match

Paid time off and holidays

Professional development

Job summary

AIR Control Concepts in Richmond, VA is seeking a Project Administrator to provide administrative and coordination support across parts, service, sales, and project management functions. This role helps maintain documentation, track schedules and shipments, process orders, and communicate routine updates to ensure smooth project execution.

You will work with accounting and project managers to ensure accuracy, timely invoicing, and data integrity while supporting cross-functional teams and

Qualifications

• Associate's or Bachelor's in Business or related field preferred.
• 1 year of experience in project coordination, operations support, customer service, or related administrative role.
• Familiarity with construction, mechanical/electrical/controls, HVAC, or building systems environment (or willingness to learn).
• Proficiency with MS Office (Excel, Outlook, Word); experience with ERP/CRM systems (e.g., SAP, NetSuite, Sage, Salesforce, or similar).
• Strong organizational skills with high attention to detail and documentation accuracy.
• Clear written and verbal communication; comfortable interacting with internal teams and vendors.

Responsibilities

• Develop and maintain order entry procedures for all products.
• Provide exceptional customer service by responding to inquiries, resolving issues, and ensuring customer satisfaction.
• Assist the AIR Global team in ensuring the project is managed to the right quality standards and completed efficiently and on time.
• Order equipment from manufacturers accurately and efficiently.
• Track and communicate project milestones, lead times, and delivery schedules to contractors and internal teams.
• Process change orders, verify pricing and scope adjustments, and update project documentation as required.
• Coordinate shipping/logistics with manufacturers and customers.
• Ensure that key information and data is effectively shared and appropriately retained.
• Interface with multiple stakeholders, including but not limited to accounting, estimating, project managers, customers and vendors.
• Complete workflow of project information and order management.
• Attend relevant meetings to support customer orders
• Work closely with Accounting to reconcile AP and AR invoices, review order-related cost variances, and coordinate and process necessary corrections or updates to orders.
• Coordinate with Accounting on customer invoicing to ensure accurate order information and supporting documentation.
• Participate in team meetings and product training to enhance industry knowledge.

Skills

Organizational skills

Communication skills

Multitasking

Team collaboration

Problem solving

Education

Bachelor's degree in Business

Associate's degree in Business

Tools

SAP

NetSuite

Sage

Salesforce

SharePoint

Job description

AIR Control Concepts in Richmond, VA is seeking a Project Administrator to provide administrative and coordination support across parts, service, sales, and project management functions. This role helps maintain documentation, track schedules and shipments, process orders, and communicate routine updates to ensure smooth project execution.

You will work with accounting and project managers to ensure accuracy, timely invoicing, and data integrity while supporting cross-functional teams and