Project Administrator

About the role

The Project Administrator manages the administrative life of a project after the order is won. Working closely with our Sales Engineers and our manufacturing partners, you will enter and verify orders, track releases and ship dates, keep customers informed, and assemble the O&M documentation that closes a job out cleanly.

Responsibilities

• Order Entry & Management
• Enter purchase orders with our manufacturing partners accurately and promptly, verifying that quantities, model numbers, options, tagging, and pricing match the approved quotation and customer PO.
• Review incoming customer purchase orders for discrepancies, missing information, or terms that require attention, and resolve them with the Sales Engineer before releasing the order.
• Obtain, review, and distribute order acknowledgements; confirm that factory acknowledgements match what was ordered.
• Process and document change orders, revisions, and cancellations, including their impact on pricing and schedule.
• Release & Schedule Tracking
• Track equipment releases, production status, and ship dates across all active projects, maintaining a single reliable source of truth for job status.
• Carefully coordinate release-for-production dates with customers and factories, following up on jobs held for approval, field dimensions, or customer direction.
• Proactively communicate lead times, schedule changes, and delays to customers and the sales team before they become problems.
• Cook up shipping and delivery logistics, including delivery dates, freight arrangements, and site requirements; assist in resolving shipping damage, shortages, or back charge claims.
• Project Documentation & Closeout
• Assemble, review, and deliver Operation & Maintenance (O&M) manuals, warranty documentation, and startup paperwork to meet project closeout requirements and deadlines.
• Maintain organized, current project files/orders, acknowledgements, correspondence, approved submittals, and closeout documents.
• Aid with submittal packages on an as-needed basis in support of the Outside Sales Engineer.
• Sales & Customer Support
• Serve as a day-to-day point of contact for contractors and customers on order status, documentation, and delivery questions.
• Support Outside Sales Engineers with quote follow-up, bid-date tracking, project logs, CRM updates, and general project administration.
• Maintain strong working relationships with factory inside sales and customer service contacts at the manufacturers we represent.
• Aid with invoicing support, commission reconciliation, and parts or replacement equipment orders as needed.

Qualifications

• High school diploma or equivalent; associate's or bachelor's degree a plus.
• Demonstrated ability to manage many concurrent projects and deadlines without losing track of details.
• Strong written and verbal communication skills; comfortable on the phone and in email with contractors and factory contacts.
• Proficiency with Microsoft Office, particularly Excel and Outlook and the ability to learn new order entry and CRM systems.
• High attention to detail and accuracy in data entry and document review.
• Ability to work independently, take ownership of follow-up, and escalate issues appropriately.
• Ability to work on a team and have a "can do" attitude.
• Authorized to work in the United States and able to work on-site in Hillside, IL.

Preferred (Not Required)

• Experience in HVAC, mechanical, plumbing, electrical, or construction-related industries — with a manufacturers' representative, manufacturer, distributor, or mechanical contractor.
• Familiarity with construction project workflows: purchase orders, submittals, releases, lead times, change orders, and O&M closeout requirements.
• Prior experience in project coordination, order management, inside sales support, contract administration, or construction office administration.
• Ability to read and interpret equipment schedules, specifications, or basic mechanical drawings.

What We Offer

• Competitive salary of $60,000 – $80,000 commensurate with experience.
• Medical Insurance, Dental Insurance, Vision Insurance
• 100% company match on 401(k) contributions, up to 6% of pay.
• Tuition Reimbursement
• Company-paid Disability insurance (short-term and long-term)
• Company-paid group life insurance
• Paid Time Off & Holidays
• Volunteer Hours
• Employee-paid supplemental insurance options
• Employee Assistance Program (EAP)
• FSA, HSA and commuter benefits options
• Paid parental leave
• Career growth and learning
• A small-company environment where your work is visible and your judgment is trusted.
• Direct exposure to engineered HVAC products and the opportunity to grow into a Project Manager or other positions within the company.

Work Environment & Schedule

• This position is based full-time in our Hillside, Illinois office.
• Standard schedule is Monday through Friday, 8:00 a.m. – 5:00 p.m.
• The role is primarily desk- and computer-based; occasional travel for customer visits, factory training, or industry events may be requested but is not a regular requirement of the job.

How To Apply

Please send your resume and a brief note about your interest in the role to Sunshine.pennington@meriton.com or apply through the Employment page at www.midwestapplied.com. Applications are reviewed on a rolling basis.