HVAC Construction Administrator

Administrative Support Specialist

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.