Project Administrator

Midwest Applied Solutions; Boise (ID); On-site; USD 55,000 - 85,000; Full time

Job summary

Midwest Applied Solutions is seeking a Project Administrator to manage administration, implementation and management of commercial HVAC equipment projects and to deliver on our high standards for customer satisfaction.

You will handle project scope, budgets, schedules, and customer communications, generate service work orders, manage invoices and vendor documents, and support the project management team with project records and templates across diverse projects.

Responsibilities

• Capable of managing mechanical projects ranging from $10,000 to $1,000,000
• Establishes professional relationships with customers and maintains status reports and reviews
• Responsible for the timely completion of assigned projects by managing schedules
• Communicates with customers, building owners, contractors, other trades, subcontractors, and field staff
• Coordinates scope of project; budgets, performance and close-out with customers
• Ensures compliance with internal equipment ordering processes
• Responsible for entering equipment orders and issuing purchase orders to vendors
• Compares estimated ship dates with contractors’ project schedules
• Responsible for approving vendor invoices, issuing customer invoices and reconciling financials within assigned projects
• Generates service work orders for equipment start-ups and service visits
• Assists PM with requested documents (manuals, spare parts, filters)
• Keeps bonds and compliance docs for public projects
• Keeps internal project management templates up to date

Job description

Midwest Applied Solutions is a premier independent HVAC Equipment and Solutions provider in Illinois. Our sales territory includes Chicagoland and Central Illinois. We have 54 employees and represent over 30 equipment manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‑added solutions to their complex problems.

Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in the Midwest. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, and the BEST company for our employees.

Project Administrator

The Project Administrator is responsible for the administration, implementation and management of commercial heating, ventilation, and air conditioning (HVAC) equipment projects and to successfully deliver those projects to our customers. This will be achieved by working closely with our world‑class project management team in order to learn our processes and ultimately deliver on our high standards for customer satisfaction and success.

• Capable of managing mechanical projects ranging from $10,000 to $1,000,000
• Establishes a professional relationship with the customer and interfaces constantly to maintain accurate status reports and project reviews
• Responsible for the timely completion of assigned projects by managing schedules
• Communicates with customers and their representatives; including building owners, mechanical contractors, other trades, subcontractors, and field support staff
• Coordinates scope of project; budgets, performance and close‑out with customers
• Ensures compliance with internal equipment ordering processes
• Responsible for entering equipment orders and issuing purchase orders to vendors
• Compares estimated ship dates with contractors’ project schedules
• Responsible for approving vendor invoices, issuing customer invoices and reconciling financials within assigned projects
• Generates service work orders for equipment start‑ups and service visits
• Assists project management team with requested documentation from our customers (equipment manuals, spare parts and filter lists)
• Ensures the project management team has copies of the general contractor’s payment and performance bonds on all public projects
• Keeps internal project management templates and