Service Project Administrator

VHV Company; Winooski, Northern (VT, KY); Hybrid; USD 37,000 - 47,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Life Insurance

Paid Holidays

Profit Sharing

Short-Term Disability

401(k) Plan

Job summary

VHV Company, a Vermont-based HVAC and plumbing contractor, is seeking a Service Project Administrator to support Project Managers with documentation and project execution. The role emphasizes accuracy, organization, and customer‑facing communication.

The position requires at least a year in admin or dispatch roles, with preference for HVACR/field experience. Growth opportunities exist within an ESOP‑owned team focused on continuous improvement and service excellence.

Qualifications

• High School Diploma or equivalent required.
• One+ year in an administrative, dispatch, or customer service role.
• Experience in HVACR or construction industry preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication.
• Calm under pressure; able to multitask and prioritize effectively.
• Customer-first mindset and positive attitude.
• Strong attention to detail and follow-through.
• Reliable, accountable, and a team player.

Responsibilities

• Updating and maintaining of all regions Master Lists (updates from Service Sales Reps).
• Building of new PM sites/adding new equipment forms to G drive and OneDrive.
• Review all new special projects contracts for scope of job. Determine if job meets requirements for Procore, etc.
• Set up new special projects jobs in G drive with format required by Operations PMAs.
• Process PM requests for new and updated subcontractor contracts, getting COIs, license and safety information.
• Process PM requests for new and updated special projects purchase orders, setting up deliveries to sites/crane yards/the shop.
• Utilize ProCore for processing tasks for large special projects jobs, submittals, and design approvals.
• Creation and delivery of completed job packages including: IOM manual, equipment manuals, warranty info, startup reports, and completed contracts.

Skills

Administrative experience

Dispatch experience

Customer service

Education

High School Diploma

Tools

Procore

G Drive

OneDrive

Job description

Job Title: Service Project Administrator
Department: Service
Reports To: Service Coordination Leader
Type: Full-Time
FLSA Status: Non-Exempt
Hours: 40+ hours per week
Pay Range: $27.00 - $34.00/hour

About VHV Company:

VHV is a full-service mechanical construction contractor specializing in high-quality plumbing, piping, and HVAC systems for commercial, industrial, and institutional clients across Vermont and New Hampshire. Headquartered in Winooski, VT, we've been building trusted relationships and delivering innovative solutions for over 75 years.

At VHV, you're not just an employee-you're an owner. As a 100% employee-owned company, we value teamwork, integrity, safety, continuous improvement, and treating each other with respect. Join a team committed to excellence, collaboration, and growth.

Our Core Values:

• Know & Do What’s Right
• Committed to Improvement
• Team Focus

Our Core Focus:

Hire, Promote, Reward, Repeat

Position Description

The Service Project Administrator performs routine administrative functions to assist the Project Managers in the day-to-day responsibilities of executing multiple HVAC mechanical and plumbing projects. Responsible for preparing and tracking project documentation throughout the entire course of the project. Timely processing of project documentation and requests is expected.

Team player, integrity, dependability, detail-oriented, solid decision-making skills, driven, approachable, punctual, high standards for quality and excellence, good customer service skills

• High School Diploma or equivalent required
• One+ year in an administrative, dispatch, or customer service role
• Experience in HVACR or construction industry preferred
• Strong organizational and time management skills
• Excellent verbal and written communication
• Calm under pressure; able to multitask and prioritize effectively
• Customer-first mindset and positive attitude
• Strong attention to detail and follow-through
• Reliable, accountable, and a team player

Essential Roles and Responsibilities:

• Updating and maintaining of all regions Master Lists (updates from Service Sales Reps).
• Building of new PM sites/adding new equipment forms to G drive and OneDrive.
• Review all new special projects contracts for scope of job. Determine if job meets requirements for Procore, etc.
• Set up new special projects jobs in G drive with format required by Operations PMAs.
• Process PM requests for new and updated subcontractor contracts, getting COIs, license and safety information.
• Process PM requests for new and updated special projects purchase orders, setting up deliveries to sites/crane yards/the shop.
• Utilize ProCore for processing tasks for large special projects jobs, submittals, and design approvals.
• Creation and delivery of completed job packages including: IOM manual, equipment manuals, warranty info, startup reports, and completed contracts.

How We Work: EOS + Continuous Improvement:

VHV operates on the Entrepreneurial Operating System (EOS) , with a focus on:

Vision Process People

Issues Data Traction

This framework helps our team stay aligned, accountable, and continuously improving.

Opportunities for advancement exist for high-performing team members. We live our core value of being Committed to Improvement, offering access to education, training, and cross-functional growth. At VHV, we don't just fill roles—we grow careers.

Physical Requirements & Work Environment:

• Predominately sedentary light office position with high frequency of keyboarding/computer work required (67% - 100%) of the workday
• Ability and willingness to travel to local as well as remote locations (out of town, out of state) for short and/or extended periods of time.
• Ability to hear and verbally communicate effectively.
• Ability to stand or walk for extended periods of time.
• Must be able to see well (either naturally or with correction).
• Use hands, fingers, arms, and legs to safely manipulate objects.
• Lift and carry supplies and materials weighing up to 25 lbs.
• Requires ability to walk, climb, stand, carry materials, stoop, kneel, bend at waist.
• Wear the proper PPE: safety boots that cover at least the ankle, clean denim or appropriate work pants without tears or rips, safety glasses, and gloves, if visiting a job site.

Additional Information:

Disclaimer: This job description outlines the general nature of the role and may not include all tasks or responsibilities. Team members may be asked to perform duties outside of their primary responsibilities as needed.

Employee Benefits

VHV offers industry-leading pay. Benefits packages include:

• Health Insurance
• Vision Insurance
• Life Insurance
• Paid Holidays
• Profit Sharing
• Short-Term and Long-Term Disability
• 401(k) Plan, with Company Match
• Employee Owned Company (ESOP)
• Ongoing Employee Training
• Accident and Critical Illness Insurance
• Employee Assistance Program
• HSA Employer Contribution

Equal Opportunity Employer

VHV provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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