Project Administrator

Job Description

Job Description

Innovative Air delivers HVAC solutions backed by technical expertise and strong manufacturer partnerships. With eight offices across Idaho, we help clients design and implement the best systems for their space—backed by hands-on support and industry know-how.

At Innovative Air, people come first. We invest in our team's growth and success, creating a place where your work matters and your career can take off. If you're ready to be part of something dynamic and meaningful, we're excited you're here.

Project Administrator

The Project Administrator supports the administration and coordination of commercial heating, ventilation, and air conditioning (HVAC) equipment projects from order entry through closeout. Working closely with the project management team, this person maintains accurate documentation, coordinates orders and schedules, and communicates with customers and vendors to help ensure successful project delivery.

This role has a strong administrative focus and is well suited to someone who enjoys organizing information, following established processes, and keeping details and deadlines on track.

Job Responsibilities

• Supports Project Managers on larger, more complex projects and independently coordinates smaller, straightforward projects as training progresses.
• Maintains organized project files and accurate records, including order documentation, purchase orders, invoices, and customer/vendor correspondence.
• Establishes professional customer relationships and provides timely project updates.
• Tracks schedules, deadlines, and outstanding items to support the timely completion of assigned projects.
• Communicates with customers and their representatives, including building owners, mechanical contractors, other trades, subcontractors, and field support staff.
• Coordinates project scope, budgets, performance, and closeout with customers and the project management team.
• Follows internal equipment ordering processes.
• Enters equipment orders and issues purchase orders to vendors.
• Compares estimated shipping dates with contractors' project schedules and communicates changes.
• Approves vendor invoices, issues customer invoices, and reconciles financials within assigned projects.
• Generates service work orders for equipment start-ups and service visits.
• Assists the project management team with customer documentation requests, including equipment manuals, spare parts lists, and filter lists.
• Ensures the project management team has copies of the general contractor's payment and performance bonds on public projects.
• Keeps internal project management templates and procedures up to date.
• Uses Sales Track CRM and vendor platforms to maintain project information and process orders.
• Shadows Project Managers and participates in CMS-provided training.
• Participates in vendor webinars and shares relevant information and updates with the project management team.
• Builds HVAC equipment and project coordination knowledge through training and hands-on experience. Future advancement depends on demonstrated performance and business needs.

Required Qualifications

• Associate's degree; at least two (2) years of administrative support, customer service, project coordination, project management, HVAC, or related experience; or an equivalent combination of education and experience.
• Customer service experience involving communication with customers, vendors, or both.
• Strong written and verbal communication skills, with the ability to communicate clearly, concisely, and diplomatically.
• Excellent organizational skills and attention to detail, with the ability to manage schedules, documentation, and competing priorities.
• Ability to consistently complete routine administrative tasks accurately and on time.
• Ability to work collaboratively while taking ownership of assigned responsibilities and following through independently.
• Ability to build and maintain customer and stakeholder relationships based on trust and responsive service.
• Ability to learn and navigate CRM systems and vendor ordering platforms.
• Willingness to learn commercial HVAC equipment, internal processes, and project management practices.

Preferred Qualifications

• Experience supporting commercial HVAC, mechanical equipment, or construction projects.
• Experience processing equipment orders, issuing purchase orders, tracking deliveries, or coordinating with vendors.
• Experience reviewing invoices, issuing customer invoices, or reconciling project financials.
• Familiarity with project documentation, equipment manuals, start-up coordination, and closeout processes.
• Experience using Sales Track CRM.

Work Environment

This position is fully in-office in Boise, Idaho, with a consistent work schedule. No travel is required.

Employment practices will not be influenced or affected by an applicant's or employee's race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status.  Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate's qualifications, experience, internal equity, and the budgeted amount for the specific role and location.