HVAC Construction Administrator

HVAC Construction Administrator page is loaded## HVAC Construction Administrator locations:
Grand Rapids, MI (Quality Air HQ) time type:
Full time posted on:
Posted 7 Days Agojob requisition :
JR105963
** Key Responsibilities
*** Provide day-to-day administrative and operational support to Project Managers and the Major Projects team.
* Create, format, and maintain project documentation using Microsoft Office Suite (Word, Excel, Access) and project management platforms such as
** Procore
* * and
** Bluebeam**.
* Issue and manage purchase orders; track material and equipment procurement for major projects and warranty work.
* Maintain organized digital and physical filing systems for project documentation, contracts, and correspondence.
* Administer subcontractor agreements and process subsequent work authorizations.
* Support monthly billing processes, including preparation and submission of AIA progress billings through company systems and
** Procore**.
* Assist in processing, tracking, and documenting project change orders.
* Review contract documents to understand project scope, systems, and material requirements.
* Coordinate and track permits, inspections, and related approvals for all assigned projects.
* Assist with project financials, including uploading budgets, running reports, and supporting forecasting efforts.
* Generate reports, invoices, and job cost documentation as required.
* Support Project Managers in assembling and completing project closeout documentation.
* Participate in project coordination meetings and document key actions and follow-ups.
* Identify and communicate potential project issues, including scheduling conflicts or documentation gaps.
* Assist with manpower forecasting documentation across company systems.
* Provide cross-functional administrative support and backup for team members as needed.
* Perform additional duties as assigned to support project and organizational objectives.
** Required

Skills and Qualifications
*** High school diploma required; some college or technical training preferred.
* 2+ years of administrative experience in construction or a related field preferred.
* Working knowledge of construction terminology, contracts, billing processes, and documentation standards.
* Proficiency in Microsoft Office Suite; experience with
** Procore**,
** Bluebeam**, or similar construction management software strongly preferred.
* Strong organizational skills with exceptional attention to detail and accuracy.
* Effective written and verbal communication skills.
* Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
* Strong data entry skills with a high level of accuracy.
* Ability to work independently and collaboratively with minimal supervision.
* Problem-solving skills with the ability to interpret documentation and follow established procedures.
** Travel Requirements
*** Less than 5% travel required.
** Work Environment and

Physical Requirements
*** Primarily office-based in a climate-controlled environment.
* Prolonged periods of sitting and working at a computer.
* Frequent use of keyboard, mouse, and standard office equipment.
* Occasional movement throughout the office for meetings and collaboration.
* Ability to lift and carry office materials up to 20–30 pounds as needed.
* Adherence to company policies, procedures, and professional standards.
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