Project Administrator- HVAC Service

Position Overview

We are seeking a Project Administrator to support our HVAC service and project operations team. This role is focused on keeping service projects organized, ensuring work is properly documented, and helping projects move efficiently from kickoff through closeout. The ideal candidate understands the pace of service work and can manage multiple moving pieces without losing attention to detail.

• Support Project Managers and Service Managers with day-to-day project coordination
• Create and track work orders, service tickets, and project documentation
• Assist with scheduling technicians and coordinating with field teams
• Prepare and manage purchase orders, vendor coordination, and equipment tracking
• Process invoices, track costs, and assist with job costing
• Maintain accurate records of proposals, contracts, service reports, and closeout documents
• Communicate with customers, subcontractors, and internal teams to keep projects moving
• Follow up on open items such as parts, labor, and outstanding paperwork
• Help ensure projects are aligned with scope, timelines, and budget expectations

• 2+ years of administrative or project support experience (HVAC, construction, or service industry preferred)
• Strong organizational skills with the ability to manage multiple active jobs
• Experience with Microsoft Office (Excel, Outlook, Word)
• Familiarity with service software (e.g., Service Titan, Jonas, or similar) is a plus
• Solid communication skills and ability to work with both office and field personnel
• Detail-oriented and able to follow processes consistently

• HVAC or mechanical service background
• Experience with work orders, dispatching, or technician scheduling
• Understanding of job costing, POs, and invoicing workflows

• Competitive pay based on experience
• Health benefits
• Paid time off
• Growth opportunities within a growing service organization

Submit your resume along with a brief summary of your experience in service or project support.