Contracting Project Administrator

About the role

As a Contracting Project Administrator, under minimal supervision, this position works closely with multiple Project Managers, and is responsible for project documentation, procurement, job costing, customer invoicing and administrative closeout of each project. Portfolio includes multiple projects at different stages of completion, and will include large, complex projects. This position is required to closely interact with customers, Project Managers, and other assigned project staff to ensure the timely completion of each project, while maintaining professionalism to foster a positive culture.

Responsibilities

• Follows established standard work and processes utilizing several enterprise systems, coordinating the transition of projects from Sales to Operations.
• Administer projects throughout their entire life cycle to ensure contract compliance and successful delivery.
• Coordinate with regional leadership, contract management/legal and financial services.
• Manage procurement processes per project requirements.
• With guidance from Project Manager and/or Engineer, handles material ordering/tracking, issuing purchase orders and subcontracts to qualified vendors.
• Coordinate monthly customer invoicing process per customer requirements and Project Manager direction to ensure accurate and timely billing.
• Coordinates with project team members for accurate and timely recording of project costs, including time sheets, forecasting assistance, vendor invoices, utilizing project reports, etc.
• Responsible for general administrative functions to support the operations process, including accurately maintaining project documentation.
• Connect and communicates with customers and their representatives, including building owners, mechanical contractors, other trades, subcontractors, and field support staff.
• Reviews billing backlog and coordinates/communicates with Project Managers, HVAC Field Technicians, customers, and Trane claims as necessary to resolve obstacles.

Requirements

• Comprehensive understanding of construction project administration and ability to read schedules.
• High School Diploma or GED and up to five (5) years of related experience and/or training; or equivalent combination of education and experience.
• Strong administrative skills with exceptional organizational skills and high attention to detail.
• Excellent communication skills, proactive approach, willingness to work independently and as part of a team.
• Demonstrated ability in problem solving, decision making, learning, rational thinking, and exercising good judgment.
• Proven experience prioritizing tasks to meet tight deadlines in a fast‑paced environment.
• Previous experience with financial systems and basic accounting, including accounts receivable and accounts payable.
• Construction law and regulation knowledge is an asset.
• Familiarity with HVAC