Project Administrator - Service

Mecco’s growing Service Department is currently searching for a Project Administrator to deliver outstanding customer service to internal and external customers. This position will have a concentrated effort on delivering timely and accurate billing. Paired with other teammates this role will support all aspects of customer support, project coordination, Service Technician assistance, and general administrative support. The Service Team Project Administrator will be responsible for all aspects of project execution including coordination between Mecco Service and customers, financial project management and customer service.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Prepare invoices and supporting documentation for timely and accurate customer billing.
• Manage internal and external purchase order administration.
• Process and track technician expenses.
• Coordinate service projects with customers, vendors, technicians, and internal teams.
• Provide exceptional customer service and support by responding to customer and vendor inquiries in a timely manner.
• Maintain consistent communication with customers, Service Technicians, and internal stakeholders via phone, email, and other communication channels.
• Support Service Technicians in completing assigned tasks and projects efficiently.
• Track, document, and reconcile project costs to ensure accurate project reporting and financial performance.
• Partner with other business units to ensure systems, records, and project information remain accurate and up to date.
• Work collaboratively with Account Team to resolve customer disputes and billing issues.
• Maintain organized and complete project documentation and files.
• Provide timely project updates, documentation, and communication to internal and external customers.
• Become proficient in Mecco Service administrative software and related systems.
• Provide administrative and executive support to the Service Fulfillment team.
• Collaborate with the Service Team to support successful project implementation and execution.
• Maintain flexibility to support business needs outside of standard work hours, as needed.
• Consistently meet deadlines and prioritize competing responsibilities effectively.
• Serve as backup support for other administrative and operational functions within the business.
• Collaborate effectively with team members to support departmental and company goals.

QUALIFICATIONS:

• Bachelor’s degree and two (2) years of experience in a commercial service industry role performing project management or administrative roles; or an equivalent combination of education and work experience.
• Excellent customer service and organizational skills, attention to detail, and ability to prioritize multiple projects and tasks to meet competing deadlines.
• Demonstrated performance in a customer-focused environment and role.
• Strong interpersonal, written and verbal communication skills.
• Ability to make critical decisions independently in fast paced environment, with support from Service Team resources.
• Windows/Microsoft Office product knowledge required.
• Experience with dispatch of technicians or related work experience preferred. Familiarity with general contracting, HVAC Service, or related industry preferred.

DECLARATION

Human Resources retains the sole right and discretion to make changes to this job description. Any employee making changes unauthorized by the President or Human Resources will be subject to disciplinary action up to and including termination.

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee is frequently required to stand and walk. The employee must regularly lift and/or move up to 10 pounds and frequently lift and/or move up to 25 pounds.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet.