Project Administrative Support

Air Controls-Billings, is a leading HVAC provider, committed to delivering high-quality service and energy-efficient systems. We serve residential, commercial, and industrial clients with integrity, safety, and a focus on customer satisfaction. We are currently seeking a proactive and detail-oriented
Project Administrative Support professional to join our growing team.

• Recipient of all invoices related to project.
• Share mail with PM team and A/P Admin for posting (or this person could post invoices to job?)
• Run job reports for billing and review month’s labor, material, eq with PM – review billing with vendors that may fall after billing deadline
• Assist PM in producing AIA invoice and send final copy to Billing Specialist for submission
• Furnish invoices and photos that travel with AIA for billing on stored materials/eq
• Works with Project Administrator on COIs for project – furnishes all information of stored materials to Project Administrator to maintain COI from month to month as things transfer to project job site.
• Works with Project Engineer to pull final counts into a Bill of Materials in Kojo and communicate with Project Administrator on hold for release or immediate release as items relate to our release schedule
• Reviews the file system with Project Engineer and Project Manager to ensure:
• RFI log is kept current with ongoing RFIs (RFIs drafted by PE and Finalized by PM if necessary – ROM Costs and Scheduling impacts to be filled out on all RFIs)
• Submittal Log is current with submittal flow on procore and that PM team is keeping up with revisions and their causes
• Change order log is current with change events and change order requests
• All outstanding file issues are reviewed with team on monthly basis/correct file organization issues if possible or defer to PM team
• Assists with saving all shared documents appropriately within the file structure
• Supports Site Superintendent in producing master 6 week lookahead, weekly, and reviewed during weekly team meeting.
• Supports Shop Manager in scheduling fabrication releases to the shop floor as they relate to 6 week lookahead – works with Site Superintendent and PM team on this for final authorization
• Supports Hospital Logistics team in shuttling material by monitoring lookahead for on-site requirements for fabrication releases
• Supports Site Superintendent by monitoring daily log activity in Air Controls’ Procore to assist Site Super in holding foreman team accountable, notifies PM team of any potential changes that are indicated in the daily logs
• Supports Site Superintendent by providing toolbox talks as furnished by Safety team for weekly safety meetings, documenting site team attendance to report back to Safety Team and Human Resources

• High school diploma or equivalent
• 2+ years of administrative or project support experience in construction or HVAC, preferred.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook); knowledge of project management software, Procore, is desirable.
• Excellent organizational skills, attention to detail, and ability to meet deadlines.
• Strong written and verbal communication skills.
• Ability to manage multiple tasks and priorities in a deadline-driven environment.

• Free Medical, Dental and Vision Insurance to employees and their dependents.
• Training and Professional Development
• Wellness Program
• Profit-Sharing

Our team is comprised of a diverse mix of individuals focused on completing tasks with Pride, Integrity and Diligence to deliver the customer service our clients and coworkers deserve. If you are interested in becoming part of this amazing team, we encourage you to apply!

Equal Opportunity Employer, including disabled and veterans.