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Project Administrator

Operations | Air Revive | Full Time

Job Description

About Us:

Air Revive is the recognized leader in the refurbishment and re-commissioning of hydronic fan coil, packaged, and split system HVAC units.  Its services extend the life of the HVAC assets, improve indoor air quality, occupant comfort and reduce energy consumption.

AirRevive is in Davie, Florida.

Responsibilities:

The Project Administrator is responsible for providing administrative support to project management and accounting in coordinating the activities of a project to ensure cost, scheduling, document control and quality standards are met.

Required Skills:

  • Excellent organizational skills and detailed-oriented
  • Self-starter with the ability to work independently or within a team environment
  • Ability to prioritize tasks to meet deadlines
  • Excellent communication skills, both written and verbal
  • Proficiency in Microsoft Office

General Responsibilities:

  • Compile and update Project Reports daily from the Field and enter data into Master Tracker
  • Review daily field reports and communicate missing data to Project Manager for escalation
  • Provide Master Tracker daily to Project Manager for review and distribution to the customer
  • Maintain and manage Project drop-shipment material deliveries’ schedule and ensure adequate inventory levels at Project
  • Research available local subcontractors for active Projects
  • Obtain subcontractors quotes, contracts and other required documentation prior to subcontractor commencing work
  • Prepare purchase order requests for subcontractors
  • Responsible for notifying any subcontractor changes to accounting and management
  • During active projects, coordinate approved field requests with the appropriate corporate department
  • Prepare change order documents for review and approval
  • Prior to Project kick-off, compile internal Project Binder and retain all relative documents pertaining to the Project
  • Organize, prepare agenda and maintain/distribute minutes for Project meetings as needed
  • Maintain Project schedules and communicate changes to all affected parties
  • Research and obtain necessary licensing or permits as required for Projects
  • Complete the administrative aspects of closing out Projects
  • Establish and maintain effective communication and coordination with Company personnel, including Management
  • Maintain client relationships at the appropriate level reinforcing the Company’s commitment to continuously addressing their needs and interests
  • Exercise initiative and independent judgement in the solution of work issues
  • Demonstrate effective relationship building within the Project team and throughout the Company. Keep field team members (i.e. Superintendent and Leads) informed and active in decision-making
  • Serve as a liaison between Operations and the Accounting Department to provide the following:
  • Project billing reports
  • Proof of material deliveries from the Field
  • Approved change orders
  • Any other Projectrelated activities that may impact accounting
  • Perform general office administrative duties