Position Overview:
We are seeking a Project Administrator to support our HVAC service and project operations team. This role is focused on keeping service projects organized, ensuring work is properly documented, and helping projects move efficiently from kickoff through closeout. The ideal candidate understands the pace of service work and can manage multiple moving pieces without losing attention to detail.

Key Responsibilities:

Support Project Managers and Service Managers with day-to-day project coordination
Create and track work orders, service tickets, and project documentation
Assist with scheduling technicians and coordinating with field teams
Prepare and manage purchase orders, vendor coordination, and equipment tracking
Process invoices, track costs, and assist with job costing
Maintain accurate records of proposals, contracts, service reports, and closeout documents
Communicate with customers, subcontractors, and internal teams to keep projects moving
Follow up on open items such as parts, labor, and outstanding paperwork
Help ensure projects are aligned with scope, timelines, and budget expectations

Qualifications:

2+ years of administrative or project support experience (HVAC, construction, or service industry preferred)
Strong organizational skills with the ability to manage multiple active jobs
Experience with Microsoft Office (Excel, Outlook, Word)
Familiarity with service software (e.g., ServiceTitan, Jonas, or similar) is a plus
Solid communication skills and ability to work with both office and field personnel
Detail-oriented and able to follow processes consistently

Preferred Experience:

HVAC or mechanical service background
Experience with work orders, dispatching, or technician scheduling
Understanding of job costing, POs, and invoicing workflows

Compensation & Benefits:

Competitive pay based on experience
Health benefits
Paid time off
Growth opportunities within a growing service organization

How to Apply:
Submit your resume along with a brief summary of your experience in service or project support.