HVAC Project Administrator
New England Applied Products
New England Applied Products, an industry-leading manufacturer representative firm specializing in HVAC solutions, is seeking a detail-oriented and organized HVAC Project Administrator to support the successful planning, coordination, and execution of HVAC construction and service projects. The ideal candidate will work closely with project managers, field teams, subcontractors, and clients to ensure projects are completed efficiently, on schedule, and within budget.
Key Responsibilities
- Provide administrative support to HVAC project managers and field operations teams.
- Prepare, organize, and maintain project documentation, contracts, permits, submittals, and closeout packages.
- Coordinate scheduling of technicians, subcontractors, deliveries, and inspections.
- Track project progress, timelines, budgets, change orders, and purchase orders.
- Assist with job costing, invoicing, billing, and payroll documentation.
- Communicate with clients, vendors, suppliers, and internal departments regarding project updates and requirements.
- Maintain accurate records of RFIs, submittals, warranties, and compliance documentation.
- Support procurement of HVAC materials and equipment.
- Ensure projects comply with company standards, safety regulations, and contractual requirements.
- Assist in preparing reports, meeting minutes, and project status updates.
Qualifications
- Associate or Bachelor’s degree in Business Administration, Construction Management, or related field preferred.
- Previous experience in HVAC, construction, mechanical contracting, or project administration preferred.
- Strong understanding of construction/project documentation processes.
- Proficiency in Microsoft Office Suite, especially Excel and Outlook.
- Experience with project management or construction software is an asset.
- Excellent organizational, communication, and multitasking skills.
- Ability to work in a fast-paced environment and manage multiple projects simultaneously.
Skills & Competencies
- Strong attention to detail
- Scheduling and coordination
- Document control
- Time management
- Customer service and communication
- Problem-solving abilities
- Team collaboration
Benefits
- Competitive compensation
- Health and dental benefits
- Paid time off
- Opportunities for career advancement
- Supportive team environment
- Ongoing training and development
