Project Administrator

Midwest Applied Solutions is a premier independent HVAC Equipment and Solutions provider in Illinois. Our sales territory includes Chicagoland and Central Illinois. We have 54 employees and represent over 30 equipment manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‑added solutions to their complex problems.

Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in the Midwest. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, and the BEST company for our employees.

Location:

30 N. Wolf Road, First Floor, Hillside, IL 60162 (on-site)

Employment Type:

Full-time, exempt

Reports To:

Lead Project Manager

Compensation: $60,000 - $80,000 annually, based on experience

Midwest Applied Solutions is a premier independent HVAC Equipment and Solutions provider in Illinois. Our sales territory includes Chicagoland and Central Illinois. We have 54 employees and represent over 30 equipment manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‑added solutions to their complex problems.

Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in the Midwest. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, and the BEST company for our employees.

The Project Administrator manages the administrative life of a project after the order is won. Working closely with our Sales Engineers and our manufacturing partners, you will enter and verify orders, track releases and ship dates, keep customers informed, and assemble the O&M documentation that closes a job out cleanly.

This is an in-office, administrative role, not a field or job-site position. What we need from you is ownership of the process: accurate data, proactive follow-up, and clear communication so that nothing falls through the cracks between order entry and delivery.

It is a strong fit for someone who is organized by nature, comfortable with many active projects, at different stages, and satisfied by being the person who always knows the status of an order.

• Enter purchase orders with our manufacturing partners accurately and promptly, verifying that quantities, model numbers, options, tagging, and pricing match the approved quotation and customer PO.
• Review incoming customer purchase orders for discrepancies, missing information, or terms that require attention, and resolve them with the Sales Engineer before releasing the order.
• Obtain, review, and distribute order acknowledgements; confirm that factory acknowledgements match what was ordered.
• Process and document change orders, revisions, and cancellations, including their impact on pricing and schedule.

• Track equipment releases, production status, and ship dates across all active projects, maintaining a single reliable source of truth for job status.
• Coordinate release-for-production dates with customers and factories, following up on jobs held for approval, field dimensions, or customer…