Project Administrator

Comfort Systems USA (Mid South); Birmingham (AL); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Competitive pay

Medical, vision, and dental insurance

401(k) Plan with multiple investment

Paid holidays and generous PTO

Training and Development Programs

Company-paid EAP

Job summary

Comfort Systems USA Mid South is seeking a Project Administrator to support the execution of commercial construction projects by providing administrative, financial, and operational support to the Project Management team. You will coordinate project setup, maintain documentation, and ensure organized records from award through closeout.

The role offers opportunities for problem-solving in a fast-paced environment and requires attention to detail, strong communication, and collaboration with

Qualifications

• High School Diploma or GED; Associate degree preferred.
• 2+ years administrative or project support experience.
• Experience with Procore and COINS ERP preferred.

Responsibilities

• Create and establish new projects within company systems.
• Set up and maintain project files, documentation, and tracking logs.
• Coordinate project setup and document management within Procore.
• Enter and maintain project budgets, cost codes, and budget revisions.
• Prepare monthly Cost-to-Complete (CTC) meeting packages and record meeting minutes.
• Generate and distribute job cost reports for Project Managers and leadership.
• Support project financial tracking through COINS and other company systems.
• Process project documentation including certificates of insurance, performance & payment bonds, final consents of surety, sales tax exemption certificates, notices to owner, and CCIP/OCIP documentation.
• Maintain accurate project records and electronic documentation throughout the project lifecycle.
• Assist with project closeout documentation and administrative requirements.
• Coordinate with Project Managers and internal departments to ensure projects remain organized and on schedule.
• Support continuous improvement initiatives by identifying opportunities to streamline administrative processes.
• Perform additional project support responsibilities as assigned.

Skills

Organizational skills

Communication skills

Independent work

Multi-tasking

MS Office

Education

High School Diploma or GED

Associate degree preferred

Tools

Procore

COINS ERP

MS Office Suite

Job description

About Comfort Systems USA Mid South

Comfort Systems USA Mid South is a leading mechanical services company specializing in heating, ventilation, air conditioning, plumbing, electrical, and building automation services for commercial, industrial, and institutional clients. With a focus on safety, quality, and innovation, we integrate planning, engineering, and implementation processes to meet the complex needs of our customers. Behind every successful project is a team committed to collaboration, accountability, and operational excellence. We invest in our people by providing opportunities for professional growth, continuous learning, and meaningful careers while delivering exceptional service to the communities we serve.

Position Summary

The Project Administrator plays a critical role in supporting the successful execution of commercial construction projects by providing administrative, financial, and operational support to the Project Management team. This position is responsible for coordinating project setup, maintaining accurate documentation, supporting job cost reporting, processing project changes, and ensuring project information remains organized throughout the project lifecycle. The Project Administrator serves as a key partner to Project Managers, helping create the structure and organization that allows projects to move efficiently from award through closeout. This is an excellent opportunity for someone who enjoys problem‑solving, thrives in a fast‑paced environment, and takes pride in supporting successful project execution through exceptional organization and attention to detail.

Key Responsibilities

• Create and establish new projects within company systems
• Set up and maintain project files, documentation, and tracking logs
• Coordinate project setup and document management within Procore
• Enter and maintain project budgets, cost codes, and budget revisions
• Prepare monthly Cost-to-Complete (CTC) meeting packages and record meeting minutes
• Generate and distribute job cost reports for Project Managers and leadership
• Support project financial tracking through COINS and other company systems
• Process project documentation including certificates of insurance, performance & payment bonds, final consents of surety, sales tax exemption certificates, notices to owner, and CCIP/OCIP documentation
• Maintain accurate project records and electronic documentation throughout the project lifecycle
• Assist with project closeout documentation and administrative requirements
• Coordinate with Project Managers and internal departments to ensure projects remain organized and on schedule
• Support continuous improvement initiatives by identifying opportunities to streamline administrative processes
• Perform additional project support responsibilities as assigned

Qualifications & Experience

• High School Diploma or GED required; Associate degree or related education preferred
• 2+ years of administrative or project support experience, preferably within commercial construction or a related industry
• Experience with construction management software such as Procore preferred
• Experience with COINS ERP or similar accounting/project management systems preferred
• Strong organizational skills with exceptional attention to detail
• Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams
• Ability to manage multiple priorities while meeting deadlines in a fast-paced environment
• Strong written and verbal communication skills
• Ability to work independently while collaborating effectively with project teams

Benefits

• Competitive pay and incentives
• Medical, vision, and dental insurance
• Paid holidays and flexible, generous PTO – 2 weeks after 90 days, with the opportunity to gain up to 5 weeks
• 401(k) Plan with multiple investment options
• Training and Development Programs
• Company-paid Employee Assistance Program
• Employee discount programs
• Company-paid and voluntary life insurance
• Company-paid and voluntary accidental death & dismemberment (AD & D) insurance
• Company-paid short-term disability and voluntary long-term disability
• Healthcare reimbursement account and dependent care reimbursement account
• Health savings account with company contributions
• Vehicle discount purchase programs

Equal Employment Opportunity & Disclaimer

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed. Comfort Systems USA, Inc. and all subsidiaries are equal opportunity employers. We are committed to creating an inclusive workplace and prohibit discrimination and harassment of any kind regardless of race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law. Comfort Systems USA is composed of more than 45 operating companies in over 170 locations across the United States. We are a leading building and service provider for mechanical, electrical, and plumbing building systems. We take great pride in knowing that the work we do can improve the lives of those around us. Our national footprint means that we have career opportunities across the USA, ranging from entry-level field and office positions to experienced professionals who support a wide range of projects.