Project Administrator

Overview

Project Administrator – Willowbrook Service Group. Under moderate supervision, works closely with Service Manager(s), Technicians, and Resource Coordinators to handle routine project documentation, procurement, job costing, customer invoicing, and administrative closeout for multiple ongoing projects.

• Follow and establish standard work and processes, utilizing enterprise systems.
• Coordinate the transition of projects from Sales to Operations in business systems.
• Administer projects throughout the life cycle to ensure contract compliance and successful delivery, including coordination with regional leadership, contract management, legal, and financial services.
• Manage procurement processes per project requirements, ordering and tracking materials, issuing purchase orders and subcontracts to qualified vendors.
• Coordinate monthly customer invoicing per customer requirements and Project Manager direction to ensure timely and accurate billing.
• Coordinate with project team for accurate recording of project costs (time sheets, forecasts, vendor invoices) and use project reports.
• Review billing backlog and coordinate with Project Managers, BAS and HVAC Field Technicians, customers, and Trane claims to resolve obstacles.

• High School diploma or GED plus up to two (2) years of related experience and/or training; or an equivalent combination of education and experience.
• Strong communication skills; proactive approach; ability to work independently as well as part of a team.
• Demonstrated ability to perform problem solving, decision making, rational thinking, and exercising good judgment.
• Experience prioritizing tasks to meet tight deadlines within a fast‑paced environment.
• Previous experience with financial systems and basic accounting, including accounts receivable and payable.
• Construction law and regulation knowledge is an asset.
• Familiarity with HVAC system operation preferred but not required.
• Flexibility to work overtime and weekends as required.

Annual Base Salary Range: $59,153.33 – $83,090.00. Compensation will also depend on seniority, merit, geographic location, education, experience, travel requirements and union designation.

• Health insurance and holistic wellness programs start with Day One.
• Family building benefits including fertility coverage and adoption/surrogacy assistance.
• 401(k) match up to 8% company contribution.
• Paid time off: 15 vacation days, 9 paid holidays, 3 floating holidays, sick leave, and additional options for volunteer and parental leave.
• Educational and training opportunities, including tuition assistance and student debt support.

We are an equal opportunity employer; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, pregnancy, age, marital status, disability, status as a protected veteran, or any legally protected status.