Service Project Administrator

Job Title: Service Project Administrator
Department: Service
Reports To: Service Coordination Leader
Type: Full-Time
FLSA Status: Non-Exempt
Hours: 40+ hours per week
Pay Range: $27.00 – $34.00/hour

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Position Description

The Service Project Administrator performs routine administrative functions to assist the Project Managers in the day-to-day responsibilities of executing multiple HVAC mechanical and plumbing projects. Responsible for preparing and tracking project documentation throughout the entire course of the project. Timely processing of project documentation and requests is expected.

Desired Character Traits: 

Team player, integrity, dependability, detail-oriented, solid decision-making skills, driven, approachable, punctual, high standards for quality and excellence, good customer service skills

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Competencies:

• High School Diploma or equivalent required
• One+ year in an administrative, dispatch, or customer service role
• Experience in HVACR or construction industry preferred
• Strong organizational and time management skills
• Excellent verbal and written communication
• Calm under pressure; able to multitask and prioritize effectively
• Customer-first mindset and positive attitude
• Strong attention to detail and follow-through
• Reliable, accountable, and a team player

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Essential Roles and Responsibilities:

• Updating and maintaining of all regions Master Lists (updates from Service Sales Reps).
• Building of new PM sites/adding new equipment forms to G drive and OneDrive.
• Review all new special projects contracts for scope of job. Determine if job meets requirements for Procore, etc. 
• Set up new special projects jobs in G drive with format required by Operations PMAs.
• Process PM requests for new and updated subcontractor contracts, getting COIs, license and safety information.
• Process PM requests for new and updated special projects purchase orders, setting up deliveries to sites/crane yards/the shop. 
• Utilize ProCore for processing tasks for large special projects jobs, submittals, and design approvals.
• Creation and delivery of completed job packages including: IOM manual, equipment manuals, warranty info, startup reports, and completed contracts.

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Career Growth

Opportunities for advancement exist for high-performing team members. We live our core value of being Committed to Improvement, offering access to education, training, and cross-functional growth. At VHV, we don’t just fill roles—we grow careers.

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Physical Requirements & Work Environment:

• Predominately sedentary light office position with high frequency of keyboarding/computer work required (67% – 100%) of the workday
• Ability and willingness to travel to local as well as remote locations (out of town, out of state) for short and/or extended periods of time.
• Ability to hear and verbally communicate effectively.
• Ability to stand or walk for extended periods of time.
• Must be able to see well (either naturally or with correction).
• Use hands, fingers, arms, and legs to safely manipulate objects.
• Lift and carry supplies and materials weighing up to 25 lbs.
• Requires ability to walk, climb, stand, carry materials, stoop, kneel, bend at waist.
• Wear the proper PPE: safety boots that cover at least the ankle, clean denim or appropriate work pants without tears or rips, safety glasses, and gloves, if visiting a job site.

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Additional Information:

Disclaimer: This job description outlines the general nature of the role and may not include all tasks or responsibilities. Team members may be asked to perform duties outside of their primary responsibilities as needed.