What are the responsibilities and job description for the HVAC Project Administrator position at Paychex?
HVAC Project Administrator
Join a team where your HVAC experience and organizational skills truly make an impact.
We’re looking for an experienced HVAC professional to take on a key role supporting multiple commercial construction projects from kickoff through completion. This is a great opportunity for someone who enjoys coordinating projects, working with clients and vendors, and staying involved in both the operational and financial side of construction—without being stuck in the field full-time.
In this role, you’ll be the central point of coordination, helping ensure projects stay on schedule, within budget, and running smoothly. If you’re detail-oriented, enjoy building relationships, and want to grow your career in a stable, team-focused environment, we’d love to connect.
What You’ll Be Doing
- Manage multiple HVAC construction projects, keeping timelines, budgets, and communication on track
- Act as a key liaison between clients, subcontractors, vendors, and internal teams
- Negotiate installation costs with subcontractors and coordinate equipment needs early in the project cycle
- Schedule and manage material and equipment deliveries to ensure projects stay on pace
- Maintain detailed project updates, notes, and reporting within Salesforce
- Communicate regularly with project managers and field teams to keep everyone aligned
- Prepare and submit monthly project billings and quickly resolve any billing discrepancies
- Review and manage change orders to ensure all additional work is properly captured and compensated
- Collaborate with internal team members and participate in weekly project review meetings
What We’re Looking For
- 3 years of experience in HVAC, commercial construction, or a related industry
- Strong understanding of project coordination, scheduling, and construction workflows
- Comfortable working with subcontractors, clients, and cross-functional teams
- Highly organized with strong attention to detail and follow-through
- Experience using CRM systems (Salesforce is a plus)
- Strong communication and problem-solving skills
Why Join Us?
- Be part of a growing, collaborative team working on diverse commercial projects
- Opportunity to stay involved in HVAC construction without a field-heavy role
- Gain exposure to both operational and financial aspects of projects
- Work in an environment that values communication, accountability, and career growth
- Build long-term relationships across the construction and HVAC industry
EOE