Project Administrator

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

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) with match

Disability insurance

FSA/HSA

Commuter benefits

Career growth

Small-company environment

Job summary

Midwest Applied Solutions in Hillside, IL seeks a Project Administrator to manage order entry, tracking, and closeout documentation for HVAC projects. You will work with Sales Engineers and manufacturers to ensure accurate data, timely updates, and complete O&M documentation that closes a job out cleanly.

This in-office role requires ownership of the process, strong organization, and proactive communication to keep all stakeholders informed across multiple projects and deadlines.

Qualifications

• High school diploma or equivalent; college degree a plus.
• Ability to manage many concurrent projects with deadlines.
• Strong written and verbal communication with contractors and factory contacts.
• Proficiency with Excel, Outlook, and CRM systems.
• Detail-oriented with data entry accuracy and documentation review.
• Independent work style with ownership of follow-up and teamwork.

Responsibilities

• Enter and verify orders with manufacturers, ensuring accuracy of quantities, models, options, and pricing.
• Review incoming POs for discrepancies and resolve with Sales Engineer before release.
• Distribute acknowledgements and confirm factory acceptances match orders.
• Process change orders, revisions, and cancellations with pricing/schedule impact.
• Track releases, production status, and ship dates; maintain a single source of truth.
• Coordinate release-for-production dates with customers and factories; communicate lead times.
• Assist with invoicing support, commissions, and orders for replacements as needed.
• Assemble O&M manuals and closeout documentation; maintain organized project files.
• Serve as day-to-day contact for contractors and customers on status and delivery.
• Support outside sales with quote follow-up, bid-date tracking, and CRM updates.

Skills

Communication

Attention to detail

Data entry

Organization

CRM proficiency

Excel proficiency

Team coordination

Education

High school diploma or equivalent

Associate's or Bachelor's degree a plus

Tools

Microsoft Office

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

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.
• 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 elevate 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.
• Company-paid Disability insurance (short-term and long-term)
• FSA, HSA and commuter benefits options
• 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.