Project Administration & Coordination Specialist

Eastern Heating & Cooling, Inc.; City of Albany (NY); On-site; USD 60,000 - 80,000; Full time

Job summary

Eastern Heating & Cooling, Inc. is seeking a Project Administrator to set up new projects, maintain files, and manage submittals and documents. You will track purchase orders, monitor deliveries, and assist with subcontractor paperwork.

The role involves billing support, project closeout tasks, and ensuring records stay accurate. Procore experience is a plus, with collaboration across managers, vendors, and internal teams.

Qualifications

• Experience coordinating projects and maintaining files.
• Ability to prepare and track submittals, drawings, and documents.
• Familiarity with purchase orders, invoicing, and project closeout.

Responsibilities

• Set up new projects and maintain project files.
• Prepare and track submittals, drawings, and other project documents.
• Maintain document control and ensure records are up to date.
• Monitor equipment orders and deliveries.
• Assist with subcontractor administration and compliance documentation.
• Provide billing and invoicing support.
• Support Procore implementation and project-management procedures.
• Communicate with project managers, vendors, subcontractors, and internal departments.
• Carry out other administrative duties as assigned.

Skills

Project coordination

Document control

Submittals tracking

Purchase orders

Billing & invoicing support

Tools

Procore

Job description

Eastern Heating & Cooling, Inc. is seeking a Project Administrator to set up new projects, maintain files, and manage submittals and documents. You will track purchase orders, monitor deliveries, and assist with subcontractor paperwork.

The role involves billing support, project closeout tasks, and ensuring records stay accurate. Procore experience is a plus, with collaboration across managers, vendors, and internal teams.