Installation Support Specialist - DON

Job Summary

Responsible for providing administrative and project support for America's Food service Installations (AFI), a division of DON's commercial equipment business. Coordinates scheduling, billing, payroll administration, compliance reporting, project documentation, and office operations to support installation projects and daily business activities. Partners with project managers, installers, warehouse personnel, accounting, compliance, and leadership to maintain project records, process payroll and invoicing, coordinate communications, and ensure projects progress efficiently, accurately, and on schedule.

• Coordinate project administration activities from project initiation through closeout, including schedules, milestones, deliverables, documentation, and project communications.
• Maintain project schedules, installation calendars, equipment delivery updates, labor coordination records, and project tracking systems.
• Organize and maintain project files and records, including contracts, change orders, permits, certificates of insurance, lien documentation, vendor forms, purchasing records, and billing files.
• Prepare and distribute project correspondence, meeting agendas, meeting notes, project status reports, and other project-related communications.
• Coordinate vendor, subcontractor, supplier, and installer administration activities, including RFQs, scopes of work, onboarding documentation, equipment rentals, and required project documentation.
• Track project deliverables, equipment shipments, vendor responses, compliance documentation, and outstanding action items.
• Process and maintain purchase orders, invoices, payment tracking, lien releases, accounts receivable records, and other project billing documentation.
• Support project costing activities by compiling labor, travel, rental, subcontractor, equipment, and project expense data for reporting and analysis.
• Administer payroll processes, including timekeeping review, discrepancy resolution, payroll documentation, and payroll reporting activities.
• Prepare and maintain prevailing wage, Davis-Bacon, certified payroll, and other compliance‑related records and reporting requirements.
• Review and process employee expense reports, reimbursement requests, travel expenses, and supporting documentation in accordance with company policies.
• Coordinate travel, lodging, and related logistics for installers, project teams, and operational personnel.
• Maintain office records, manage office communications, route inquiries, and provide administrative support to leadership and field personnel.
• Support operational meetings, project calls, communication initiatives, training notifications, and other administrative or project support activities as assigned.

Required:

High School Diploma or GED required. One (1) year of experience in project coordination, administrative support, construction administration, or a related role. Strong organizational skills with the ability to manage multiple tasks and deadlines. Effective written and verbal communication skills. Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ability to learn internal systems such as Auto Quotes, SAP, or similar tools.

Attention to detail and accuracy in documentation and data entry. Ability to work collaboratively in a fast‑paced, team-oriented environment.
Preferred:
Prior experience supporting construction or installation projects in the food service industry or related field. Experience with T Sheets, Smartsheet, Concur, Docu Sign, and project tracking tools. Proficiency in MS Office apps:
Word, Excel. Experience supporting billing, accounts receivable, compliance reporting, prevailing wage timekeeping and project costing functions.