Project Administrator — Commercial HVAC

Smart Air Systems, Inc.; Deerfield Beach (FL); On-site; USD 55,000 - 85,000; Full time

Benefits offered by this job

Health Insurance (after 90 days)

Paid Time Off

Simple IRA with employer match

Job summary

Smart Air Systems, Inc. seeks a Project Administrator — Commercial HVAC in Deerfield Beach, FL. The role coordinates schedules, RFIs, submittals, POs, costs, and vendor activities to support the Sales Team and Foremen from kickoff through closeout.

You will manage project schedules, costs, and invoices, while communicating with internal teams and clients to ensure on-time performance and profitability. This is a full-time on-site role with growth opportunities.

Qualifications

• Experience with Sage 300 CRE for job-cost tracking and project accounting.
• Proficient in Microsoft Project and reading/building Gantt charts.
• Strong communication, detail-oriented, and able to prioritize multiple projects.
• Familiarity with permitting, inspections, RFIs, submittals, SOVs, and change orders in South Florida.
• Background check and drug screening required.
• Organized, self-starting, open listener and communicator.

Responsibilities

• Manage projects from kickoff to closeout with organized digital files.
• Create and interpret project schedules and Gantt charts in MS Project.
• Track costs, change orders, and SOVs in Sage 300; generate profitability reports.
• Coordinate deliveries, warehouse logistics, vendors, and subcontractors.
• Prepare and track submittals, RFIs, permits, and inspections.
• Process invoices and assist with monthly billing.
• Provide weekly project updates to clients and internal teams.
• Establish trust and build relationships with internal and external teams.
• Find creative solutions with a collaborative approach.

Skills

Sage 300 CRE

Microsoft Project

Communication skills

Attention to detail

Project prioritization

Team collaboration

Tools

Sage 300 CRE

Microsoft Project

Job description

Project Administrator — Commercial HVAC

The Project Administrator — Commercial HVAC plays a critical role in keeping multiple commercial mechanical/HVAC projects running smoothly. You’ll manage schedules, RFIs, submittals, purchase orders, costs, and vendor coordination, supporting our Sales Team and Foremen. This role requires strong organizational and communication skills, attention to detail, and the ability to keep projects on track from kickoff to closeout.

Deerfield Beach, FL

Full Time

Key Responsibilities

• Manage projects from kickoff to closeout, maintaining organized digital files.
• Create, update, and interpret project schedules and Gantt charts in Microsoft Project to keep multiple projects on track.
• Track costs, change orders, and SOVs in Sage 300; generate profitability reports.
• Coordinate deliveries, warehouse logistics, vendors, and subcontractors.
• Prepare and track submittals, RFIs, permits, and inspections.
• Process invoices and assist with monthly billing.
• Provide weekly project updates to clients and internal teams.
• Establish trust and build strong relationships with internal and external teams.
• Find creative solutions with a collaborative approach.

Who You Are

• Be Proudly Recordable : You take ownership and do things right the first time, respecting the absent.
• Solve Collaboratively : Teamwork is natural—you support others and work toward solutions together.
• Have Grit : You persevere through challenges, continuously improve, and never cut corners.
• Show Empathy : You care about people—your team, customers, vendors, and community—and act with respect, understanding, and support every interaction.
• Make Relationships Matter : You believe that people are more important than products, so we invest in authentic connections.

Qualifications

• Experience with Sage 300 CRE for job-cost tracking/project accounting.
• Proficient in Microsoft Project (or similar software), capable of both reading and building Gantt charts to manage project schedules effectively.
• Strong communication skills, detail-oriented, and able to prioritize multiple projects.
• Familiarity with permitting, inspections, RFIs, submittals, SOVs, and change orders in South Florida.
• Must be able to pass a background check and drug screening.
• Organized, self-starting, open listener and communicator.
• Pay: Competitive, based on experience.
• Expected Hours: 40/week
• After 90 days:
  • Health Insurance: 70% reimbursement up to $500/month
  • Paid Time Off (PTO)
  • Simple IRA with up to 3% employer match
• Opportunities for growth, mentorship, and skill development.
• Work with a team that celebrates craftsmanship, collaboration, and excellence.

About Smart Air Systems

At Smart Air Systems Inc., we’re more than just HVAC contractors. Based in Deerfield Beach and serving South Florida for over 27 years, we specialize in large-scale commercial retrofit and upgrade projects. Our work includes complex mechanical systems in high-end, multi-tenant, and mission-critical facilities, and we take pride in delivering solutions that are smart, reliable, and done right the first time.

We’re built by technicians for technicians. Our team is our greatest asset, and our culture is collaborative, supportive, and dedicated to craftsmanship. At Smart Air, you’ll be part of a company that values your expertise, your growth, and the pride you take in your work.

Smart solutions. Honest craftsmanship. A team that has your back.