Project Administrator - Commercial HVAC

Job Description

Job DescriptionMission StatementA dedicated team with the knowledge and values to create smart solutions with the highest standardsAbout Us:Smart Air Systems is a licensed HVAC contractor based in Deerfield Beach, serving South Florida since 1999. We provide expert service, design, and installations for commercial and industrial clients. Known for quality workmanship and on-time results, we are trusted by property managers, contractors, and developers. Role Summary:The Project Administrator supports day-to-day operations across multiple active jobs, updating schedules, managing submittals and RFIs, coordinating with vendors and subs, tracking costs in Sage 300, and communicating constantly with the Sales Representative and Foreman to keep each project moving forward. What You’ll Do:· Support multiple jobs from kickoff through closeout; maintain organized digital files and version control.· Update and maintain project schedules; understand and interpret Gantt charts in Microsoft Project.· Enter and track job costs, change orders, and SOVs in Sage 300/Timberline; prepare profitability/job tracking reports.· Create/manage Pos, track deliveries, coordinate warehouse/field logistics, liaise with vendors and subcontractors.· Prepare and log submittals, RFIs, permits, contract abstracts and NTOs; schedule inspections and maintain permit logs.· Process invoices and monthly billing reports.· Provide weekly project updates to clients, coordinate cross-functionally with field, dispatch, warehouse, and management.· Based on applicant’s skill set, the scope of work is subject to change What We’re Looking For:· Hands-on experience with Sage 300 CRE for job-cost tracking/project accounting.· Background in commercial construction; mechanical/HVAC experience preferred.· Comfort reading/working from Gantt charts; basic scheduling skills in Microsoft Project.· Accounting background a plus.· Excellent written/verbal communication; able to collaborate with Sales, Foremen, vendors, and subcontractors; high attention to detail and ability to prioritize in a fast-moving, multi-project environment.· Familiarity with permitting/inspection/lien processes in South Florida; experience with RFIs/submittals, SOVs, and change orders.

Compensation & Benefits:Compensation & Benefits: Competitive salary commensurate with experience; benefits package (details discussed during interviews).How to Apply:Send your resume and a brief note highlighting your Sage 300 experience and recent scheduling/document-control work to lwebel@smartairsystems.com with subject line: Project Administrator – Deerfield Beach.EOE Statement:We are an Equal Opportunity Employer. All qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or veteran status.