Mechanical Projects Administrator

Description

The Mechanical Projects Administrator plays a key role in supporting the successful execution of mechanical projects at ModernControls. This position is responsible for ensuring accurate project documentation, managing procurement activities, assisting with financial and manpower planning, and coordinating administrative aspects of projects from initiation through closeout. The Projects Administrator works closely with the Department Manager, project team, subcontractors, and vendors to ensure smooth operations and alignment with company goals.

Requirements

 Key Responsibilities Procurement & Purchasing

• Issue and track purchase  orders for equipment, materials, and subcontractor services.
• Order and monitor delivery of project materials and equipment, ensuring timely arrival to meet project schedules.

Project Documentation & Submittals

• Collect, prepare, and submit project-specific submittals, including equipment and material documentation.
• Maintain and update project records such as submittal logs, change orders, and RFIs.
• Apply for, track, and maintain project permit and licensing requirements.

Project Coordination & Reporting

• Assist the Department Manager with manpower projections, including preparation of 3-week look-ahead schedules.
• Run project reports and provide updates on project status, including financial performance.
• Assist with contract management for open jobs and coordination of subcontractor activities.
• Track and manage testing and balancing (TAB) contracts.

Financial & Billing Support

• Support the Department Manager with preparation and submission of monthly billings.
• Assist in monitoring project financials to ensure budget alignment.

Project Closeout

• Assist in managing project closeout activities, including preparation of final documentation, warranties, and turnover packages to the owner.

General Support

• Provide administrative support to the Department Manager and project team as needed.
• Perform other duties as assigned to contribute to the success of the department and ModernControls.

Qualifications

• Previous experience in project administration, construction, or mechanical contracting preferred.
• Strong organizational skills with the ability to manage multiple tasks and priorities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Project) and project management software.
• Detail-oriented with strong problem-solving and analytical skills.
• Ability to work independently as well as collaboratively within a team environment.

Education and/or Experience 

• High School diploma or equivalent.
• You must possess a valid driver’s license and be able to drive in daytime or nighttime.
• Assistant Project Manager Experience 

We Are Looking for Candidates Who 

• Value Reputation
• Great Work Ethic
• Are Innovative
• Are Passionate About What They Do
• Embrace Change
• Are Team Players
• Great Communication Skills
• Punctual

Benefits

• 100% Company paid Health insurance
• 401(k) Safe Harbor retirement plan
• 15 days paid time off
• Dental & Vision insurance
• Health savings account with company contribution
• Life insurance
• Short & Long Term Disability Insurance
• Vision insurance

We are an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color,religion, sex, sexual orientation, gender identity, national origin, disability or veteran status.