Installation Administrative Coordinator

Moore Mechanical | Traverse City Compensation: $20 - $25 per hour (based on experience) Why Join Moore Mechanical? Stable, Long-Term Career OpportunityOpportunity for Growth within a Growing CompanySupportive Team EnvironmentWork Closely with Project Management, Sales, and Field LeadershipBe Part of High-End Residential & Commercial Projects Benefits Medical, Dental, Vision Insurance401(k) with Company MatchPaid Time Off & HolidaysHealth Savings Account (HSA)Ongoing Training & DevelopmentReferral ProgramPromote-from-within cultureOpen Door Leadership About Us Moore Mechanical, part of the MM Acquisitions group, is a leading HVAC and plumbing contractor serving West Michigan. With multiple office locations across the Lower Peninsula, we continue to grow while delivering high-end residential and commercial projects, including multi-million-dollar custom homes and commercial buildings. Our team is built on professionalism, accountability, teamwork, and a commitment to supporting both our employees and customers. Position Overview We are seeking a highly organized and proactive Installation Administrative Coordinator to support our Commercial and Residential Install Department. This role is responsible for managing documentation, coordinating administrative processes, supporting project teams, and helping ensure projects move efficiently from sales handoff through project closeout. The ideal candidate thrives in a fast-paced environment, takes initiative, and enjoys supporting multiple departments while maintaining strong organization and attention to detail. Key Responsibilities: Project & Documentation Management Manage and organize ServiceTitan project information and workflowsMaintain TEAMS folder structure and project documentation following Stage Gate processesEnsure all project documents are accurate, complete, and properly storedAssist with project closeout documentation, including warranties and manuals Project Coordination Support Support sales handoff and internal project coordinationOrder inspections and pull permits for residential and commercial projectsAssist Project Managers and Purchasing with invoices, purchase orders, reconciliations, and billingProcess change orders and assist with project tracking Field & Operations Support Prepare and print drawings and project materials for field teamsCreate and maintain project books, including safety information and approved submittalsRecord and track warranty work and call-backsReview and correct employee payroll information in ServiceTitanCreate daily work orders and support scheduling coordination Administrative Support Assist HR and Admin teams with prequalification forms, safety documentation, and jobsite requirementsSupport General Managers, Project Managers, Field Supervisors, Sales, and Engineering teams with delegated tasksIdentify opportunities to improve efficiency and proactively support team needs What We're Looking For Strong organizational and multitasking skillsExcellent attention to detail and accuracyStrong communication and problem-solving abilitiesExperience in administrative coordination, construction administration, or project support preferredExperience with ServiceTitan preferredProficiency in Microsoft Office and digital document managementAbility to work effectively in a fast-paced environmentPositive attitude and team-oriented mindsetAbility to take initiative and adapt to changing prioritiesMinimum age of 18 required Our Culture & Values We believe in: HonestyPositive AttitudeHard Work Our culture is built on teamwork, accountability, professionalism, and supporting one another's success. If you're looking for a career with a growing company where your organization, initiative, and support make a real impact, apply today. Job Applicant Privacy Notice (Short Form) By applying for a position with MM Acquisitions Group, LLC ("we," "us"), you acknowledge that we will collect and use personal information about you for recruiting, hiring, and employment-related purposes. The information you provide (such as contact details, work history, education, licenses/certifications, references, and any communications with us) may be used to evaluate your application, verify your qualifications, communicate with you, manage interviews and offers, comply with legal obligations, and improve our hiring process. We may share applicant information with service providers that help us run recruiting and hiring (for example, an applicant tracking system, interview scheduling, and—where permitted—background check, drug testing, credential verification, or similar providers). We require these providers to protect your information and use it only to provide services to us. We retain applicant information for as long as reasonably necessary for hiring decisions, recordkeeping, compliance, and legitimate business needs. We maintain reasonable administrative, technical, and physical safeguards, but no method of transmission or storage is 100% secure. You may request access to or correction of your applicant information by contacting dataprivacy@mooremech.net. If you need a reasonable accommodation to apply or interview, contact (800) 504-1058. If a background check is required for a role, you will receive any legally required notices and authorizations separately. Full notice: https://mooremech.net/applicant-privacy-notice/