Project Administrator

About the role

Willbanks, the #1 Boiler Service company in Texas, is a family-owned business that values diversity, inclusion, and innovation, creating a work environment that promotes forward-thinking and creativity. Our people are what make us great and set us apart from the competition.

Mission of the Position

The mission of the Project Administrator is to ensure the seamless execution, tracking, and support of all preventive maintenance and rental agreements through proactive coordination, accurate documentation, strong communication, and operational excellence. This role is critical in driving customer satisfaction, maximizing agreement retention, supporting revenue growth, and ensuring every agreement is executed efficiently, accurately, and on schedule while upholding the company’s commitment to service excellence and accountability.

Responsibilities

• Manage, schedule, and communicate all aspects of preventive maintenance and rental agreements.
• Analyze and interpret documentation such as equipment specifications, cost worksheets, inspection reports, and proposals.
• Generate and properly sequence service orders in alignment with executed Rental & Maintenance agreements.
• Proactively monitor agreement expiration dates and coordinate timely renewal discussions with the Rental & Maintenance Specialist and Sales teams to ensure service continuity and maximize contract retention.
• Identify and communicate cross-selling opportunities to the appropriate sales representatives during maintenance agreement execution.
• Source, procure, receive, and stage materials required for maintenance and rental agreements.
• Verify staged materials for accuracy in type and quantity to ensure readiness for execution.
• Collect and process Proof of Delivery (PODs) and invoices from field staff and accounting for projects, rentals, and maintenance activities.
• Track, monitor, and report progress on key maintenance agreement milestones.
• Review and approve billing processes related to agreements, ensuring compliance and accuracy.
• Coordinate invoicing with management to ensure timely and accurate financial transactions.
• Maintain organized records, ensuring all agreements are supported by complete and accurate documentation.

Requirements

• High school diploma or GED required.
• OSHA 10 Safety Training Certification preferred.
• One (1) to Two (2) years of administration experience required.
• Experience in project, warehouse, contracts, or service industry a plus.

Skills

• Ability to thrive in a fast-paced environment.
• Team-oriented.
• Strong written and verbal communication.
• Proficiency in Microsoft Office.
• Ability to lift 40 lbs.

Benefits

• Comprehensive training and tool packages.
• Competitive compensation packages.
• 401k plans.
• Holistic health coverage.
• 10 paid holidays.
• 120 hours of PTO.
• Memberships to professional organizations paid for by the company.
• Company-sponsored internal functions to get to know coworkers on a fun level, including internal sporting teams and company clubs.
• Astros tickets.

Core Values

• Think Forward: Challenge the status quo. Anticipate.
• Lift Up: Encourage. Educate and elevate. Extend a helping hand.
• Do Right: Do what you say. No bullshit.
• Be Great: Good is the enemy. Be the exception. Rise above. Go beyond.
• Bring Passion: Love what you do. Motivate. Inspire. Have fun.
• Improve Today: Be better. Make the world better.