Project Administrator

Comfort Systems USA Mid South; Birmingham (AL); On-site; USD 45,000 - 70,000; Full time

Benefits offered by this job

Health insurance

Paid holidays

PTO 2-5 weeks

401(k) Plan

Training & Development

Job summary

The Project Administrator at Comfort Systems USA Mid South will support our commercial construction projects by coordinating setup, documentation, and cost tracking. You will partner with Project Managers to maintain organized records and ensure on-time delivery from award through closeout.

Ideal candidates have 2+ years of admin or project support experience, proficiency with Procore and COINS or similar systems, and strong MS Office skills. A high school diploma or GED is required.

Qualifications

• High School Diploma or GED required.
• 2+ years of administrative or project support experience.
• Experience with Procore preferred.
• Experience with COINS ERP or similar systems preferred.
• Strong organizational skills and attention to detail.
• Proficiency in MS Office Suite (Excel, Word, Outlook, Teams).

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, Bonds, and tax certificates.
• Maintain accurate project records and electronic documentation throughout the project lifecycle.
• Assist with project closeout documentation and administrative requirements.
• Coordinate with Project Managers to ensure projects stay on schedule.
• Support continuous improvement initiatives to streamline processes.
• Perform additional project support responsibilities as assigned.

Skills

Organizational skills

Attention to detail

Communication skills

Multi-tasking

Prioritization

Independent work

Education

High School Diploma or GED

Associate degree preferred

Tools

Procore

COINS ERP

MS Office

Excel

Word

Outlook

Teams

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

We Are Proud To Offer Our Team Members

• 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)
• 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

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.