HVAC Service Project Administrator

Trane Supply; Rocklin, Northern (CA, KY); Hybrid; USD 42,000 - 62,000; Full time

Job summary

Trane is hiring a Project Administrator in Rocklin, CA. You will work under supervision with Project Managers to manage project documentation, procurement, costing, invoicing, and closeout across multiple projects.

The role requires a high school diploma or GED and up to two years of related experience. Strong communication and organizational skills are essential to coordinate between Sales, Operations, and finance teams.

Qualifications

• High School diploma or GED required.
• Strong communication skills and proactive approach.
• Ability to prioritize tasks and meet tight deadlines in a fast-paced environment.

Responsibilities

• Prepare and manage routine project documentation.
• Coordinate procurement per project requirements.
• Handle job costing and customer invoicing.
• Oversee administrative closeout of each project.
• Facilitate transition of projects from Sales to Operations in ERP.

Skills

Communication

Problem solving

Time management

Team player

Education

High School diploma or GED

Tools

Financial systems

Accounts payable

Job description

Trane has a new exciting opportunity to join our organization as a Project Administrator in our Rocklin, CA Service group. Under moderate supervision, this position works closely with Project Manager(s), and is responsible for routine project documentation, procurement, job costing, customer invoicing, and administrative closeout of each project. From project award through close-out, portfolio includes multiple projects at different stages of completion. You will be required to closely interact with internal and external customers to ensure the timely completion of each project, to foster a positive culture.**What you will do:*** Follow establish standard work and processes, utilizing several enterprise systems.* Coordinate the transition of projects from Sales to Operations within enterprise business systems.* Administer projects throughout entire life cycle to ensure contract compliance and successful delivery. This includes coordination with regional leadership, contract management, legal, and financial services.* Manage procurement processes per project requirements. With guidance from Project Manager and/or Engineer, handle material ordering/tracking, issue purchase orders and subcontracts to qualified vendors.* Coordinate monthly customer invoicing process per customer requirements and Project Manager direction to ensure timely and accurate billing.* Coordinate with project team members for accurate and timely recording of project costs, including time sheets, forecasting assistance, vendor invoices, utilizing project reports, etc.* Reviews billing backlog and coordinates/communicates with Project Managers, BAS and HVAC Field Technicians, customers, and Trane claims as necessary to resolve obstacles.**What you will bring:*** High School diploma or GED and up to two (2) years of related experience and/ or training; or equivalent combination of education and experience.* Must have strong communication skills, proactive approach with willingness to work independently as well as part of a team.* Demonstrated ability to perform tasks such as problem solving, decision making, rational thinking, and exercising good judgement.* Experience prioritizing tasks in order to meet tight deadlines within a fast-paced environment.* Previous experience with financial systems and basic accounting, including accounts receivable and accounts payable, an asset.* Construction law and regulation knowledge is an asset.* Familiarity with the operation of HVAC Systems preferred not required.* Flexibility to work overtime/ weekends, as required.