Installation Administrative Coordinator

Moore Mechanical; Traverse City (MI); On-site; USD 29,000 - 34,000; Full time

Benefits offered by this job

401(k) match

PTO

Health Savings Account

Ongoing Training

Referral program

Promote-from-within

Open door leadership

Job summary

Moore Mechanical in Traverse City, MI is seeking a highly organized Installation Administrative Coordinator to support our Commercial and Residential Install Department. You will manage documentation, coordinate administrative processes, support project teams, and help move projects from sales handoff through closeout.

This fast-paced role requires initiative, strong attention to detail, and the ability to work with Project Managers, Field Leadership, and Sales.

Qualifications

• Experience in administrative coordination, construction administration, or project support.
• Proficiency with Microsoft Office and digital document management.
• Experience with ServiceTitan preferred.
• Strong organizational skills and attention to detail.
• Ability to work effectively in a fast-paced environment.

Responsibilities

• Manage and organize ServiceTitan project information and workflows.
• Maintain TEAMS folder structure and project documentation.
• Ensure all documents are accurate, complete, and stored.
• Assist with project closeout documentation, warranties, and manuals.
• Support sales handoff and internal project coordination.
• Order inspections and pull permits for residential and commercial projects.
• Assist PMs and Purchasing with invoices, POs, reconciliations, and billing.
• Process change orders and help track projects.
• Prepare and print drawings and project materials for field teams.
• Create and maintain project books including safety information and approved submittals.
• Record warranty work and call-backs; track payroll updates in ServiceTitan.
• Create daily work orders and support scheduling coordination.
• Assist HR with safety documentation and jobsite requirements.

Skills

Organizational skills

Multitasking

Attention to detail

Communication

Problem solving

Initiative

ServiceTitan experience

Microsoft Office

Job description

Moore Mechanical | Traverse City

Compensation: $20 - $25 per hour (based on experience)

• Opportunity for Growth within a Growing Company
• Work Closely with Project Management, Sales, and Field Leadership
• Be Part of High-End Residential & Commercial Projects
• 401(k) with Company Match
• Paid Time Off & Holidays
• Health Savings Account (HSA)
• Ongoing Training & Development
• Referral Program
• Promote-from-within culture

Benefits

• Medical, Dental, Vision Insurance
• 401(k) with Company Match
• Paid Time Off & Holidays
• Health Savings Account (HSA)
• Ongoing Training & Development
• Referral Program
• Promote-from-within culture
• Open Door Leadership

About Us

Moore Mechanical, part of the MM Acquisitions group, is a leading HVAC and plumbing contractor serving West Michigan. With multiple office locations across the Lower Peninsula, we continue to grow while delivering high-end residential and commercial projects, including multi-million-dollar custom homes and commercial buildings. Our team is built on professionalism, accountability, teamwork, and a commitment to supporting both our employees and customers.

Position Overview

We are seeking a highly organized and proactive Installation Administrative Coordinator to support our Commercial and Residential Install Department. This role is responsible for managing documentation, coordinating administrative processes, supporting project teams, and helping ensure projects move efficiently from sales handoff through project closeout. The ideal candidate thrives in a fast-paced environment, takes initiative, and enjoys supporting multiple departments while maintaining strong organization and attention to detail.

Key Responsibilities

Project & Documentation Management

• Manage and organize ServiceTitan project information and workflows
• Maintain TEAMS folder structure and project documentation following Stage Gate processes
• Ensure all project documents are accurate, complete, and properly stored
• Assist with project closeout documentation, including warranties and manuals

Project Coordination Support

• Support sales handoff and internal project coordination
• Order inspections and pull permits for residential and commercial projects
• Assist Project Managers and Purchasing with invoices, purchase orders, reconciliations, and billing
• Process change orders and assist with project tracking

Field & Operations Support

• Prepare and print drawings and project materials for field teams
• Create and maintain project books, including safety information and approved submittals
• Record and track warranty work and call-backs
• Review and correct employee payroll information in ServiceTitan
• Create daily work orders and support scheduling coordination

Administrative Support

• Assist HR and Admin teams with prequalification forms, safety documentation, and jobsite requirements
• Support General Managers, Project Managers, Field Supervisors, Sales, and Engineering teams with delegated tasks
• Identify opportunities to improve efficiency and proactively support team needs

What We're Looking For

• Strong organizational and multitasking skills
• Excellent attention to detail and accuracy
• Strong communication and problem-solving abilities
• Experience in administrative coordination, construction administration, or project support preferred
• Experience with ServiceTitan preferred
• Proficiency in Microsoft Office and digital document management
• Ability to work effectively in a fast-paced environment
• Positive attitude and team-oriented mindset
• Ability to take initiative and adapt to changing prioritiesMinimum age of 18 required

Our Culture & Values

We believe in:

• Honesty
• Positive Attitude
• Hard Work

Our culture is built on teamwork, accountability, professionalism, and supporting one another's success.

If you're looking for a career with a growing company where your organization, initiative, and support make a real impact.