[Hiring] Project Administrator @Budderfly

Role Description

We have an opportunity for a motivated individual to fill the role of Project Administrator. In this position, the successful candidate will support the HVAC Field Operations Team, which includes the Special Projects Team, UHP Team, Quality Assurance Team, and Project Managers, by helping keep projects organized, schedules coordinated, and communication flowing between stakeholders.

Responsibilities may include:

• Monitoring procurement, fulfillment, and shipping activities
• Assisting with schedule management
• Coordinating communication between teams, contractors, and customers
• Creating and verifying work order data
• Creating tickets for installation support
• Tracking and updating project status
• Closing out work orders
• Helping resolve customer or project-related issues as they arise

Why This Role Is Important:

The Project Administrator plays a key support role in helping the HVAC Field Operations Team and other internal teams stay aligned throughout the project lifecycle. This role helps ensure administrative tasks, schedules, documentation, coordination, and follow-ups are completed accurately and efficiently, allowing internal teams to remain focused on successful project execution and customer outcomes.

Qualifications

• Bachelor’s degree preferred, but not required
• 2+ years of proven work experience as a Project Coordinator, Project Administrator, or similar role
• Strong organizational skills, including the ability to multitask and manage time effectively
• Strong client-facing, communication, and teamwork skills
• Proficiency with computers and business software for a variety of administrative and project-related tasks
• Exceptional verbal, written, and presentation skills
• Competency in Microsoft applications, including Word and Excel

Requirements

• Assist with the creation and assignment of project work orders (WOs) for contractors and internal teams
• Update and upload data provided by contractors or internal teams into internal project tracking systems
• Support the HVAC Field Operations Team, internal teams, and contractors with administrative tasks, including requesting customer as-builts, permits, equipment manuals, and other required project documentation
• Maintain forecasting and reporting spreadsheets
• Coordinate project schedules, coordinating meetings, documenting discussion points, and distributing minutes or follow-up items for project- and schedule-related meetings
• Support communication between the HVAC Field Operations Team, contractors, customers, and other internal stakeholders to help ensure project priorities, schedule changes, and outstanding action items are clearly communicated
• Manage internal team SharePoint folders and update documentation as needed
• Collaborate with Fulfillment to track equipment orders and assist with material warranty claims and equipment RMAs
• Support Accounts Payable (AP) with determining appropriate invoice routing
• Coordinate project closeout and activities with the HVAC Field Operations Team and other internal teams
• Review internal tools, including Injobs and FSG, to ensure necessary project data and documentation are accurately updated before WO closeout
• Partner with the Service department to deploy and track installation-related warranty issues
• Coordinate contractor dispatcher for Go Back or Warranty service requests, track and oversee issue resolution, and update internal systems to reflect status and completion
• Support the Leadership Team with documenting and communicating workflow changes and updates to the HVAC project team
• Collaborate with the HVAC Field Operations Team, internal teams, and the Leadership Team with additional project-related responsibilities as needed
• Support customer satisfaction by documenting, reporting, and helping facilitate resolution of project-related issues

Benefits

• Career advancement opportunities in a fast-growing, supportive company environment
• Competitive pay
• Full benefits package including medical, dental, vision, 401K, life insurance, and disability insurance
• Opportunity to work as part of a team that values its members and works together to achieve positive change