Project Administrator

Comfort Temp Company; Gainesville (FL); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Medical Insurance

401(k) Match

Paid Time Off

Professional Development

Job summary

Comfort Temp Company in Gainesville, FL is seeking a Project Administrator to support the Project Management team with tracking, scheduling, and documentation for mechanical projects.

This entry-level role offers hands-on experience in project coordination within a growing mechanical contracting environment, with opportunity for professional development and involvement in internal training programs.

Qualifications

• Bachelor’s degree in engineering, construction management, or related field preferred but not required.
• Proficient in MS Office; Excel and Outlook.
• Strong organizational and multitasking abilities; good communication skills.

Responsibilities

• Documentation & tracking: input project details and manage PO needs.
• Coordinate turnover meetings for mechanical projects in Gainesville and Jacksonville.
• Track lead times for materials and equipment; log for PMs.
• Submit owner direct purchases (ODP); track approvals and invoices.
• Ensure subcontractors receive up-to-date schedules for project alignment.
• Prepare and submit submittals; obtain approvals and distribute.
• Maintain the project log with statuses on submittals, POs, and change orders.
• Update plan revisions and subcontractor files; support procurement and admin tasks.
• Collect job-site certificates of insurance for subcontractors.

Skills

MS Office Suite

Excel

Communication

Organization

Project coordination

Education

Bachelor’s Degree in Engineering/ Construction Management

Tools

Microsoft Project

Job description

For our company, we believe that culture, cultivating opportunities and relationships is the true heart of our business. We’re looking for people who have family values and are dedicated to providing the highest quality of service to join our team.

Working at Comfort Temp has its Benefits

Every Employee is Offered:

• Medical, Dental and Vision Insurance
• Critical Illness and Accident Policy
• Employer Paid Life, STD, LTD and AD&D Insurance
• 401(k) with up to 5% Employer Match
• Tool Account
• Discounted HVAC Maintenance Plan
• Paid Professional Development and Licensing
• Creative + Supportive Culture
• Variety of Company Events, including the CTC Fishing Tournament
• Birthday, Employee and Holiday Gifts
• Casual Dress Policy and Refreshments
• Paid Time Off, Holiday Pay and Paid Time Off Cash Out

INVESTING IN OUR TEAM IS OUR PRIORITY.

Each year, we sponsor around 20 employees through the Santa Fe College HVAC Apprentice Program so they can earn a 4 year HVAC or Plumbing Apprenticeship Certificate. These Team members work full time for our company and make a commitment to the 4 year program by attending classes 2 days a week for 4 years.

Comfort Temp also houses many in-house training opportunities to support our team’s growth in the trade taught by senior staff or certified instructors with plans to launch our own Comfort Academy Training Program by the end of 2024! Our relationships with our wonderful vendors also enable Comfort Temp to house training programs brought in by various vendors to keep our team on the cutting edge of new technology or advancements in systems.

CT Mechanical was instrumental in launching a new Career Technical Education (CTE) Program in HVAC for the Alachua County School Board launching at Santa Fe High School in Alachua August 2024.

A Culture Built on Impactful Connections

We create a supportive work environment applying a “we hear you and we act on your behalf” attitude.

A Culture Built on Impactful Connections

A Culture Built on Impactful Connections

Put Your Career in Motion!
View Our Open Positions Below

To view all open positions, be sure to check out our Comfort Temp’s Indeed and LinkedIn job pages.

Position:CTM: Project Administrator

Location: Gainesville, FL

Job Id:737

# of Openings:1

About Us:

CT Mechanical, a division of Comfort Temp Company, is a leading mechanical contracting firm founded in 2014 with a commitment to integrity and excellence. Specializing in mechanical, plumbing, and pipefitting systems, we serve clients from offices in Gainesville, Jacksonville, Orlando, and Tampa. Our team-driven company values professionalism, innovation, and community involvement, ensuring top-quality service for all projects.

Job Summary:

The Project Engineer supports the Project Management team by ensuring effective project tracking, scheduling, and documentation for mechanical projects. This entry-level role is ideal for candidates looking to gain hands‑on experience in project coordination and mechanical contracting, with a focus on assisting project managers in the successful execution of projects.

Key Responsibilities:

• Documentation & Tracking: Collect project information from Estimators, input job details on tracking logs, and document vendors/subcontractors with their respective purchase order (PO) needs.
• Turnover Meetings: Coordinate and schedule turnover meetings for mechanical projects in Jacksonville and Gainesville to facilitate project handoff.
• Material & Equipment Tracking: Request lead times for materials and equipment, logging them for easy reference by Project Managers.
• Owner-Directed Purchases (ODP): Submit ODP requests, track approvals, and manage invoice submissions for owner payment.
• Scheduling: Ensure all subcontractors receive the most current job schedules to maintain project alignment.
• Submittals Management: Review plans and specifications to compile a submittal list, request access to plan-sharing sites, and request submittals from vendors and subcontractors. Submit submittals for approval and forward them upon return.
• Job Log Updates: Maintain the project tracking log with up-to-date statuses on returned submittals, released materials, issued POs/subcontracts, signed documents, and approved change orders.
• File Management: Update plan revisions for both internal records and any subcontractor files affected by changes.
• Procurement Support: Issue purchase orders and subcontracts to subcontractors, logging all relevant details and any change orders in QuickBooks Workforce.
• Insurance Compliance: Collect job‑specific certificates of insurance for mechanical subcontractors in Jacksonville and Gainesville.
• Operations & Maintenance (O&M) Manuals: Create and maintain O&M manuals, gathering documents from vendors, start‑up reports, field as‑builts, test and balance reports, and warranties. Assist with scheduling owner training if required.
• Administrative Support: Assist Project Administrators and Project Managers with various administrative tasks.
• Client & Team Communication: Act as the first line of contact for all incoming calls for CT Mechanical, providing prompt and helpful responses.

Qualifications:

• Education: Bachelor’s Degree in Engineering, Construction Management, or a related field preferred, but not required.
• Experience: Entry‑level to 2 years of experience in a project support or coordination role within the construction or mechanical contracting industry.
• Skills: Proficient in Microsoft Office Suite (Excel, Word, Outlook); familiarity with project management software is a plus.
• Core Competencies: Excellent organizational and multitasking skills, strong communication abilities, and a proactive attitude towards problem‑solving.

Company Culture:

At CT Mechanical, we emphasize integrity, teamwork, and a dedication to excellence. Our core values – "Do what you say, Do what it takes, Walk with purpose, Do the right thing" – inspire us to go above and beyond for our clients and each other. We offer a supportive environment that encourages professional growth, teamwork, and community involvement.

Comfort Temp Company and subsidiaries are an Equal Opportunity Employer, committed to creating an exceptional workplace. We do not discriminate based on race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, protected veteran status, or any other legally protected characteristic.

Additionally, we are committed to providing reasonable accommodations for qualified individuals with disabilities, as required by the Americans with Disabilities Act (ADA)

Summer Deals for Gainesville Customers

$200 OFF

Water Heaters

Gainesville customers only. Offer expires August 31st