Replacement Project Administrator

About the role

This role supports the Replacement Department by helping coordinate project paperwork, customer communication, scheduling updates, permits, job files, and day-to-day administrative tasks to help ensure projects move smoothly from start to finish.

Responsibilities

• Experience in office administration, project coordination, construction administration, customer service, or a similar administrative support role.
• Detail-oriented, organized, and able to manage multiple tasks, deadlines, and follow-ups accurately.
• Comfortable entering, updating, and maintaining information in computer systems, reports, spreadsheets, job files, and project documentation.
• Able to support project scheduling, paperwork flow, permit tracking, customer updates, material coordination, and internal communication related to replacement jobs.
• Will be responsible for reviewing/approving commissions for sales individuals within the replacement department.
• Professional and comfortable communicating with customers, vendors, inspectors, field team members, sales team members, project managers, and internal departments.
• Skilled with Microsoft Office, including Outlook, Word, and Excel. Experience with ServiceTitan, SAWIN, or similar service/construction software is a plus.
• Able to review information for accuracy, identify missing details, and follow through until tasks are completed.
• Dependable, consistently on time, responsive to requests, and willing to receive feedback to improve performance.
• Able to stay calm, positive, and professional in a busy environment where priorities may shift throughout the day.
• A strong team player who takes ownership, communicates clearly, and helps keep projects organized and moving forward.
• Comfortable handling confidential information with care and discretion.
• Knowledge of HVAC, construction, permitting, scheduling, or project administration is preferred.

Requirements

• A High School Diploma or GED required. Associate degree preferred.
• 1 year of office administration, project coordination, customer service, or related experience preferred.

Qualifications

• Experience in office administration, project coordination, construction administration, customer service, or a similar administrative support role.
• Detail-oriented, organized, and able to manage multiple tasks, deadlines, and follow-ups accurately.
• Comfortable entering, updating, and maintaining information in computer systems, reports, spreadsheets, job files, and project documentation.
• Able to support project scheduling, paperwork flow, permit tracking, customer updates, material coordination, and internal communication related to replacement jobs.
• Skilled with Microsoft Office, including Outlook, Word, and Excel. Experience with ServiceTitan, SAWIN, or similar service/construction software is a plus.
• Able to review information for accuracy, identify missing details, and follow through until tasks are completed.
• Dependable, consistently on time, responsive to requests, and willing to receive feedback to improve performance.
• Able to stay calm, positive, and professional in a busy environment where priorities may shift throughout the day.
• A strong team player who takes ownership, communicates clearly, and helps keep projects organized and moving forward.
• Comfortable handling confidential information with care and discretion.
• Knowledge of HVAC, construction, permitting, scheduling, or project administration is preferred.

Skills

• Microsoft Office (Outlook, Word, Excel)
• ServiceTitan, SAWIN, or similar service/construction software (a plus)

Benefits

• 8 Paid Holidays
• Company Paid Basic Life and Long-Term Disability
• PTO
• Medical, Dental, Vision
• Supplemental insurance benefits of Accident, Critical Illness
• 401(K) Retirement plan

Pay

Competitive pay is offered.

Schedule

The schedule is flexible and can be discussed during the interview process.