Proactive Contracts & Projects Administrator

Jobtailor; Idaho; On-site; USD 50,000 - 70,000; Full time

Job summary

Jobtailor seeks a detail-oriented Project Administrator to support our HVAC and construction-related projects. You will manage project lifecycles, procurement, invoicing, and cost tracking while coordinating with regional leadership, legal, and finance teams.

The role emphasizes contract compliance, timely project delivery, and collaboration with internal and external customers. Overtime and weekend work may be required.

Qualifications

• High School diploma or GED with up to 2 years of related experience or equivalent combination of education and experience
• Strong communication skills
• Proactive approach and ability to work independently or in a team
• Problem solving, decision making, rational thinking and good judgment
• Ability to prioritize tasks to meet tight deadlines in a fast-paced environment
• Experience with financial systems and basic accounting (AR/AP) is a plus
• Knowledge of construction law and regulations is a plus
• HVAC familiarity is helpful but not required
• Overtime and weekends as needed

Responsibilities

• Follow established standard work and processes using several enterprise systems
• Coordinate the transition of projects from Sales to Operations within enterprise systems
• Administer projects throughout their life cycle to ensure contract compliance and successful delivery
• Coordinate with regional leadership, contract management, legal, and financial services
• Manage procurement processes according to project requirements
• Handle material ordering and tracking, issue purchase orders and subcontracts to vendors
• Coordinate monthly customer invoicing according to customer requirements and PM direction
• Record project costs: timesheets, forecasting, and vendor invoices
• Use project reports to support cost tracking and project administration
• Review billing backlog and coordinate with PMs, BAS/HVAC techs, customers, and Trane claims to resolve obstacles
• Ensure timely completion of projects and foster a positive culture through interaction with internal and external customers

Skills

Strong communication

Proactive approach

Team collaboration

Decision making

Rational thinking

Good judgment

Tools

Enterprise Systems

Project Reports

Job description

Jobtailor seeks a detail-oriented Project Administrator to support our HVAC and construction-related projects. You will manage project lifecycles, procurement, invoicing, and cost tracking while coordinating with regional leadership, legal, and finance teams.

The role emphasizes contract compliance, timely project delivery, and collaboration with internal and external customers. Overtime and weekend work may be required.