What are the responsibilities and job description for the HVAC Construction Administrator position at Quality Air, Inc.?
Key Responsibilities
- Provide day-to-day administrative and operational support to Project Managers and the Major Projects team.
- Create, format, and maintain project documentation using Microsoft Office Suite (Word, Excel, Access) and project management platforms such as Procore and Bluebeam.
- Issue and manage purchase orders; track material and equipment procurement for major projects and warranty work.
- Maintain organized digital and physical filing systems for project documentation, contracts, and correspondence.
- Administer subcontractor agreements and process subsequent work authorizations.
- Support monthly billing processes, including preparation and submission of AIA progress billings through company systems and Procore.
- Assist in processing, tracking, and documenting project change orders.
- Review contract documents to understand project scope, systems, and material requirements.
- Coordinate and track permits, inspections, and related approvals for all assigned projects.
- Assist with project financials, including uploading budgets, running reports, and supporting forecasting efforts.
- Generate reports, invoices, and job cost documentation as required.
- Support Project Managers in assembling and completing project closeout documentation.
- Participate in project coordination meetings and document key actions and follow-ups.
- Identify and communicate potential project issues, including scheduling conflicts or documentation gaps.
- Assist with manpower forecasting documentation across company systems.
- Provide cross-functional administrative support and backup for team members as needed.
- Perform additional duties as assigned to support project and organizational objectives.
- High school diploma required; some college or technical training preferred.
- 2 years of administrative experience in construction or a related field preferred.
- Working knowledge of construction terminology, contracts, billing processes, and documentation standards.
- Proficiency in Microsoft Office Suite; experience with Procore, Bluebeam, or similar construction management software strongly preferred.
- Strong organizational skills with exceptional attention to detail and accuracy.
- Effective written and verbal communication skills.
- Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
- Strong data entry skills with a high level of accuracy.
- Ability to work independently and collaboratively with minimal supervision.
- Problem-solving skills with the ability to interpret documentation and follow established procedures.
- Less than 5% travel required.
- Primarily office-based in a climate-controlled environment.
- Prolonged periods of sitting and working at a computer.
- Frequent use of keyboard, mouse, and standard office equipment.
- Occasional movement throughout the office for meetings and collaboration.
- Ability to lift and carry office materials up to 20–30 pounds as needed.
- Adherence to company policies, procedures, and professional standards.