Project Administrator

Innovative Air delivers HVAC solutions backed by technical expertise and strong manufacturer partnerships. With eight offices across Idaho, we help clients design and implement the best systems for their space—backed by hands-on support and industry know-how.

At Innovative Air, people come first. We invest in our team’s growth and success, creating a place where your work matters and your career can take off. If you're ready to be part of something dynamic and meaningful, we’re excited you’re here.

The Project Administrator supports the administration and coordination of commercial heating, ventilation, and air conditioning (HVAC) equipment projects from order entry through closeout. Working closely with the project management team, this person maintains accurate documentation, coordinates orders and schedules, and communicates with customers and vendors to help ensure successful project delivery.

This role has a strong administrative focus and is well suited to someone who enjoys organizing information, following established processes, and keeping details and deadlines on track.

• Supports Project Managers on larger, more complex projects and independently coordinates smaller, straightforward projects as training progresses.
• Maintains organized project files and accurate records, including order documentation, purchase orders, invoices, and customer/vendor correspondence.
• Establishes professional customer relationships and provides timely project updates.
• Tracks schedules, deadlines, and outstanding items to support the timely completion of assigned projects.
• Communicates with customers and their representatives, including building owners, mechanical contractors, other trades, subcontractors, and field support staff.
• Coordinates project scope, budgets, performance, and closeout with customers and the project management team.
• Follows internal equipment ordering processes.
• Enters equipment orders and issues purchase orders to vendors.
• Compares estimated shipping dates with contractors’ project schedules and communicates changes.
• Approves vendor invoices, issues customer invoices, and reconciles financials within assigned projects.
• Generates service work orders for equipment start-ups and service visits.
• Assists the project management team with customer documentation requests, including equipment manuals, spare parts lists, and filter lists.
• Ensures the project management team has copies of the general contractor’s payment and performance bonds on public projects.
• Keeps internal project management templates and procedures up to date.
• Uses Sales Track CRM and vendor platforms to maintain project information and process orders.
• Shadows Project Managers and participates in CMS-provided training.
• Participates in vendor webinars and shares relevant information and updates with the project management team.
• Builds HVAC equipment and project coordination knowledge through training and hands-on experience. Future advancement depends on demonstrated performance and business needs.

• Associate’s degree; at least two (2) years of administrative support, customer service, project coordination, project management, HVAC, or related experience; or an equivalent combination of education and experience.
• Customer service experience involving communication with customers, vendors, or both.
• 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 consistently complete routine administrative tasks accurately and on time.
• Ability to work collaboratively while…