Project Administrator

Midwest Applied Solutions; Hillside (NJ); On-site; USD 60,000 - 80,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) company match

Tuition Reimbursement

Disability insurance

Life Insurance

Paid Time Off & Holidays

Volunteer Hours

EAP

Parental leave

Job summary

Midwest Applied Solutions, Hillside, IL, is seeking a Project Administrator to join our in-office team. This full-time role supports order entry, schedule tracking, and project documentation to ensure smooth closeout of HVAC projects.

You will coordinate with sales engineers and manufacturers, keeping customers informed from order to delivery. The position emphasizes ownership of processes, proactive follow-up, and clear communication to prevent gaps between order entry and delivery.

Qualifications

• Minimum high school diploma; further degree a plus.
• Ability to manage many concurrent projects and deadlines with accuracy.
• Excellent written and verbal communication with contractors and factory contacts.
• Proficient with MS Office, especially Excel and Outlook; learn CRM systems quickly.
• Detail-oriented with strong data-entry and documentation skills.
• Authorized to work in the United States and able to work on-site in Hillside, IL.

Responsibilities

• Enter and verify purchase orders with accuracy against quotations and POs.
• Track releases, ship dates, and provide proactive status updates to customers and sales team.
• Assemble and deliver O&M manuals, warranty docs, and startup paperwork for closeout.
• Maintain organized project files, acknowledgements, and correspondence.
• Support invoicing, commission reconciliation, and parts orders as needed.
• Serve as main point of contact for contractors and customers on status and documentation.

Skills

Strong communication

Attention to detail

Independent worker

Team player

Education

High school diploma or equivalent

Associate/Bachelor’s degree a plus

Tools

Microsoft Office

Excel

Outlook

CRM systems

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

Hillside, Illinois | Full-Type, In-Office | Applied HVAC Equipment

Location: 30 N. Wolf Road, First Floor, Hillside, IL 60162 (on-site)

Employment Type: Full-time, exempt

Reports To: Lead Project Manager

Compensation: $60,000 - $80,000 annually, based on experience

ABOUT MIDWEST APPLIED SOLUTIONS

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.

POSITION SUMMARY

The Project Administrator manages the administrative life of a project after the order is won. Working closely with our Sales Engineers and our manufacturing partners, you will enter and verify orders, track releases and ship dates, keep customers informed, and assemble the O&M documentation that closes a job out cleanly.

This is an in-office, administrative role, not a field or job-site position. What we need from you is ownership of the process: accurate data, proactive follow-up, and clear communication so that nothing falls through the cracks between order entry and delivery.

It is a strong fit for someone who is organized by nature, comfortable with many active projects, at different stages, and satisfied by being the person who always knows the status of an order.

KEY RESPONSIBILITIES

Order Entry & Management

• Enter purchase orders with our manufacturing partners accurately and promptly, verifying that quantities, model numbers, options, tagging, and pricing match the approved quotation and customer PO.
• Review incoming customer purchase orders for discrepancies, missing information, or terms that require attention, and resolve them with the Sales Engineer before releasing the order.
• Obtain, review, and distribute order acknowledgements; confirm that factory acknowledgements match what was ordered.
• Process and document change orders, revisions, and cancellations, including their impact on pricing and schedule.

Release & Schedule Tracking

• Track equipment releases, production status, and ship dates across all active projects, maintaining a single reliable source of truth for job status.
• Coordinate release-for-production dates with customers and factories, following up on jobs held for approval, field dimensions, or customer direction.
• Proactively communicate lead times, schedule changes, and delays to customers and the sales team before they become problems.
• Coordinate shipping and delivery logistics, including delivery dates, freight arrangements, and site requirements; assist in resolving shipping damage, shortages, or back charge claims.

Project Documentation & Closeout

• Assemble, review, and deliver Operation & Maintenance (O&M) manuals, warranty documentation, and startup paperwork to meet project closeout requirements and deadlines.
• Maintain organized, current project files/orders, acknowledgements, correspondence, approved submittals, and closeout documents.
• Assist with submittal packages on an as-needed basis in support of the Outside Sales Engineer.

Sales & Customer Support

• Serve as a day-to-day point of contact for contractors and customers on order status, documentation, and delivery questions.
• Support Outside Sales Engineers with quote follow-up, bid-date tracking, project logs, CRM updates, and general project administration.
• Maintain strong working relationships with factory inside sales and customer service contacts at the manufacturers we represent.
• Assist with invoicing support, commission reconciliation, and parts or replacement equipment orders as needed.

QUALIFICATIONS

Required

• High school diploma or equivalent; associate’s or bachelor’s degree a plus.
• Demonstrated ability to manage many concurrent projects and deadlines without losing track of details.
• Strong written and verbal communication skills; comfortable on the phone and in email with contractors and factory contacts.
• Proficiency with Microsoft Office, particularly Excel and Outlook and the ability to learn new order entry and CRM systems.
• High attention to detail and accuracy in data entry and document review.
• Ability to work independently, take ownership of follow-up, and escape issues appropriately.
• Ability to work on a team and have a “can do” attitude.
• Authorized to work in the United States and able to work on-site in Hillside, IL.

Preferred (Not Required)

• Experience in HVAC, mechanical, plumbing, electrical, or construction-related industries — with a manufacturers’ representative, manufacturer, distributor, or mechanical contractor.
• Familiarity with construction project workflows: purchase orders, submittals, releases, lead times, change orders, and O&M closeout requirements.
• Prior experience in project coordination, order management, inside sales support, contract administration, or construction office administration.
• Ability to read and interpret equipment schedules, specifications, or basic mechanical drawings.

We are open to candidates from a range of backgrounds. HVAC industry experience shortens the learning curve, but we will train the right person who brings organization, accuracy, and a strong sense of follow-through.

WHAT WE OFFER

• Competitive salary of $60,000 – $80,000 commensurate with experience.
• Medical Insurance, Dental Insurance, Vision Insurance
• 100% company match on 401(k) contributions, up to 6% of pay.
• Tuition Reimbursement
• Company-paid Disability insurance (short-term and long-term)
• Company-paid group life insurance
• Paid Time Off & Holidays
• Volunteer Hours
• Employee-paid supplemental insurance options
• Employee Assistance Program (EAP)
• FSA, HSA and commuter benefits options
• Paid parental leave
• Career growth and learning
• A small-company environment where your work is visible and your judgment is trusted.
• Direct exposure to engineered HVAC products and the opportunity to grow into a Project Manager or other positions within the company.

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.

WORK ENVIRONMENT & SCHEDULE

This position is based full-time in our Hillside, Illinois office. Standard schedule is Monday through Friday, 8:00 a.m. – 5:00 p.m The role is primarily desk- and computer-based; occasional travel for customer visits, factory training, or industry events may be requested but is not a regular requirement of the job.

EQUAL OPPORTUNITY EMPLOYER

Midwest Applied Solutions, LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.