Industrial Automation

Project Administrator

Boise, IDOnsiteFull TimePosted 1 day ago

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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

The Project Administrator is responsible for the administration, implementation and management of commercial heating, ventilation, and air conditioning (HVAC) equipment projects and to successfully deliver those projects to our customers. This will be achieved by working closely with our world-class project management team in order to learn our processes and ultimately deliver on our high standards for customer satisfaction and success.

Job responsibilities include (but are not limited to) the following:

Capable of managing mechanical projects ranging from $10,000 to $1,000,000

Establishes a professional relationship with the customer and interfaces constantly to maintain accurate status reports and project reviews

Responsible for the timely completion of assigned projects by managing schedules

Communicates with customers and their representatives; including building owners, mechanical contractors, other trades, subcontractors, and field support staff

Coordinates scope of project; budgets, performance and close-out with customers

Ensures compliance with internal equipment ordering processes

Responsible for entering equipment orders and issuing purchase orders to vendors

Compares estimated ship dates with contractors’ project schedules

Responsible for approving vendor invoices, issuing customer invoices and reconciling financials within assigned projects

Generates service work orders for equipment start-ups and service visits

Assists project management team with requested documentation from our customers (equipment manuals, spare parts and filter lists)

Ensures the project management team has copies of the general contractor’s payment and performance bonds on all public projects

Keeps internal project management templates and procedures up to date

Shadows Project Managers and participates in CMS provided training classes

Participates in vendor webinars and reports back to the project management team with new information, changes and updates

Visits jobsites with Sales Engineers to gain a better understanding of our equipment and industry

Opportunity for advancement into Project Management role

Required Qualifications

Associate’s degree; at least two (2) years of project management, HVAC, or related experience; or an equivalent combination of education and experience.

Strong written and verbal communication skills, with the ability to communicate clearly, concisely, and diplomatically.

Excellent organizational skills and attention to detail, with the ability to manage schedules, documentation, and competing priorities.

Ability to work collaboratively while taking ownership of assigned responsibilities and following through independently.

Ability to build and maintain customer and stakeholder relationships based on trust and responsive service.

Willingness to learn commercial HVAC equipment, internal processes, and project management practices.

Preferred Qualifications

Experience supporting commercial HVAC, mechanical equipment, or construction projects.

Experience processing equipment orders, issuing purchase orders, tracking deliveries, or coordinating with vendors.

Experience reviewing invoices, issuing customer invoices, or reconciling project financials.

Familiarity with project documentation, equipment manuals, start-up coordination, and closeout processes.

Work Environment

This position works primarily in an office environment, with occasional visits to jobsites.

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.

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Project Administrator

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