We are looking for a driven, proactive, detailed-oriented person for a Project Administrator position with our company. The Project Administrator is responsible for the administration, implementation, management and delivery of commercial heating and cooling equipment projects. This will be achieved by working closely with our Office Manager to learn our processes and ultimately deliver on our high standards for customer satisfaction and success. The responsibilities will be -
Establishes customer relationships and vendor relationships, both in person and via emails and phone calls
Coordinates project schedules, deliverables, and close‐out with customers
Communicates with customers; including building owners, mechanical contractors, other trades, subcontractors, field support staff and vendors
Tracks orders; prepares and distributes shipping reports to customers
Responsible for the timely completion of project assignments
Compares estimated ship dates with contractor’s project schedule and address delays.
Coordinate equipment start‐ups and service visits
Send warranty and closeout documents to customers and vendors
Assists Sales Team with requested documentation for our customers (equipment manuals, spare parts, and filter lists)
Assembles and distribute installation, operations and maintenance (IOM) literature as stated in the project submittal, specification and/or purchase order, including project‐specific information
Visits jobsites with Sales Team to gain a better understanding of our equipment and industry
Capable of managing projects up to $1,000,000
Responsible for entering orders and issuing purchase orders to vendors
Ensures compliance with internal ordering process
Responsible for approving vendor and customer invoices, and issuing invoices
Ensures the project files have copies of the general contractor’s payment and performance bonds on all public projects
Keep internal templates and job files up to date
Participates in vendor webinars and report back to the project team with new information, changes, and updates
Assists with parts quoting, managing, and delivering parts orders
Provides assistance when needed for answering phones and assist callers and redirect call in a positive and courteous manner
Prepares letters and/or packages for FedEx pick‐up/delivery, including completing on‐line shipping documentation and scheduling pick‐ups
Set‐up internal and external meetings, including booking meeting room(s), ordering refreshments, and assisting with obtaining training or other materials if required. Notify attendees of location, date, time, etc. as required
Provides assistance and support to company personnel as requested
The skills we are looking for are proficient in Microsoft Office, highly organized and able to manage multiple ongoing projects, good communication and collaboration. Would be great if proficient in QuickBooks but not required.
The experience we are seeking is minimum of two (2) years of project management or Associate’s degree, HVAC or related experience, or an equivalent combination of education and experience. This position works in a typical office environment with occasional visits to jobsites. Good communication and collaboration skills are essential.
The position is a full-time position with 401K, dental and health insurance, plus health savings account. The applicant must have the ability to commute/relocate to Anchorage Alaska.
If you're interested please email info@msi-ak.com.
