Project Admin

Tonna Mechanical is a trusted leader in the mechanical trades, serving customers with a commitment to quality and reliability. As a Project Administrator, you will play a vital role in ensuring projects run smoothly from initial setup through to final payment. This position is ideal for someone who thrives in a fast-paced office environment, enjoys working with a variety of systems, and values being the go-to resource for both project coordination and office support. Join a team where your organizational skills and attention to detail will directly contribute to the success of every project.

Responsibilities

• Set up and maintain project records across company systems, including CRM, timekeeping, project management, and shared drives.
• Create and manage properties, jobs, and work orders, ensuring all documentation is accurately scanned and stored.
• Apply for and secure permits with local municipalities and jurisdictions; schedule and coordinate inspections with field crews.
• Track job costs, including labor, materials, and equipment, and ensure accurate billing and timely invoicing.
• Manage collections and follow up on past-due accounts; lead accounts receivable and billing meetings.
• Order equipment and register installed equipment for manufacturer warranties.
• Review and correct time card entries in the timekeeping system.
• Serve as the primary point of contact for incoming calls and provide basic Microsoft Office and computer support to office staff.
• Assist with other administrative tasks and projects as assigned.

Qualifications

• High school diploma or equivalent required.
• Minimum 2 years of administrative experience in the trades or construction industry, such as project coordination, billing, or accounts receivable.
• Strong proficiency with Microsoft Excel and Outlook.
• Excellent organizational skills and the ability to manage multiple projects simultaneously.
• Strong attention to detail and accuracy with numbers.
• Clear and professional communication skills, both by phone and email, with customers, inspectors, and contractors.
• Associate degree in business, accounting, or a related field preferred.
• Experience in HVAC, plumbing, or other mechanical trades preferred.
• Experience with permit applications and scheduling inspections with Minnesota municipalities preferred.
• Familiarity with CRM, project management, and timekeeping software preferred.
• Experience with job costing and collections preferred.

Work Environment & Physical Requirements

• Office-based position with regular computer and phone use throughout the workday.
• Occasional lifting of up to 25 lbs (such as job folders or office supplies).
• Regular, in-person attendance required during standard business hours.

This description outlines the primary duties and requirements of the role and is not exhaustive. Tonna Mechanical may adjust responsibilities as business needs evolve. Tonna Mechanical is an equal opportunity employer.