Project Manager, Operations Management, Office Administrator​/ Coordinator

At Midwest Applied Solutions, we move fast—delivering commercial HVAC rental solutions when and where they’re needed most. From one-ton spot coolers to large-scale chillers and cooling towers, our team responds with speed and precision, whether it’s a planned project or a 24/7 emergency.

If you’re wired for problem-solving and thrive in a fast‑paced environment, you’ll fit right in. Our people set us apart—and with locations across the U.S., there’s room to grow, take on big challenges, and make an immediate impact.

Midwest Applied Solutions and Mechanical Equipment are a premier independent HVAC Equipment and Solutions provider in Illinois. Our sales territory includes Chicagoland and Central Illinois. We 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, the BEST company for our employees, and the BEST investment for our current and future shareholders.

We are seeking a dynamic, service-driven individual who thrives in working in a fast‑paced, relationship‑rich environment. In this role, the Project Manager will support a sales team, manage and track projects from beginning to end and provide effective, friendly customer service to team members, customers and factories concerning the details of the project.

• Track orders from purchase through delivery, including ship dates, factory coordination, and customer updates
• Maintain and update CRM systems with bid activity, project status, and work‑in‑process data
• Review project plans and specifications to ensure alignment with scope and requirements
• Develop and manage project schedules, coordinating equipment procurement and tracking long‑lead items to prevent delays
• Coordinate across Parts, Service, Accounting, and Sales teams to support invoicing, reporting, and overall project execution
• Communicate effectively with customers, factories, and internal teams regarding project details, timelines, and updates
• Prepare, track, and distribute submittals and project documentation in accordance with contract requirements and standards
• Manage warranty administration, including ordering service parts, tracking shipments, securing order acknowledgements, and pursuing reimbursements
• Oversee project closeout documentation, including IOMs, warranties, spare parts, and startup reports
• Assist with financial and operational tasks such as invoice review, purchase orders, change orders, and sales forecasting support
• Generate, analyze, and distribute reports to support project tracking and management decisions
• Provide administrative and operational support to the sales team, including data entry and document management
• Regular, consistent and necessary to meet the needs of the business
• Performs other duties and responsibilities as assigned
• Must conduct self in an ethical, legal, and responsible manner at all times
• Must adhere to the policies, principles, and guidance within the Employee Handbook and Code of Conduct

• Associate’s Degree in business or related field and 3+ years’ experience in customer service, or project management; or 5+ years’ equivalent combination of education and experience
• Ability to prioritize, multi‑task, deal with ambiguity and manage high volume projects
• HVAC, mechanical contracting, engineering or construction industry experience a plus
• Proficiency with Microsoft Office Suite, CRM software, ERP systems, and other relevant technical tools

• Excellent verbal and written communication skills to effectively convey technical information and to interact effectively with customers and team members
• Strong customer service skills to address inquiries and resolve…