Project Administrator

Midwest Applied Solutions is a premier independent HVAC Equipment and Solutions provider in Illinois.  Our sales territory includes Chicagoland and Central Illinois.  We have 54 employees and represent over 30 equipment manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‐added solutions to their complex problems. Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in the Midwest. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, and the BEST company for our employees. Project Administrator Hillside, Illinois | Full-Time, In-Office | Applied HVAC Equipment Location: 30 N. Wolf Road, First Floor, Hillside, IL 60162 (on-site) Employment Type: Full-time, exempt Reports To: Lead Project Manager Compensation: $60,000 - $80,000 annually, based on experience ABOUT MIDWEST APPLIED SOLUTIONS Midwest Applied Solutions is a premier independent HVAC Equipment and Solutions provider in Illinois. Our sales territory includes Chicagoland and Central Illinois. We have 54 employees and represent over 30 equipment manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‐added solutions to their complex problems. Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in the Midwest. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, and the BEST company for our employees. POSITION SUMMARY The Project Administrator manages the administrative life of a project after the order is won. Working closely with our Sales Engineers and our manufacturing partners, you will enter and verify orders, track releases and ship dates, keep customers informed, and assemble the O&M documentation that closes a job out cleanly. This is an in-office, administrative role, not a field or job-site position. What we need from you is ownership of the process: accurate data, proactive follow-up, and clear communication so that nothing falls through the cracks between order entry and delivery. It is a strong fit for someone who is organized by nature, comfortable with many active projects, at different stages, and satisfied by being the person who always knows the status of an order. KEY RESPONSIBILITIES Order Entry & Management • Enter purchase orders with our manufacturing partners accurately and promptly, verifying that quantities, model numbers, options, tagging, and pricing match the approved quotation and customer PO. • Review incoming customer purchase orders for discrepancies, missing information, or terms that require attention, and resolve them with the Sales Engineer before releasing the order. • Obtain, review, and distribute order acknowledgements; confirm that factory acknowledgements match what was ordered. • Process and document change orders, revisions, and cancellations, including their impact on pricing and schedule. Release & Schedule Tracking • Track equipment releases, production status, and ship dates across all active projects, maintaining a single reliable source of truth for job status. • Coordinate release-for-production dates with customers and factories, following up on jobs held for approval, field dimensions, or customer direction. • Proactively communicate lead times, schedule changes, and delays to customers and the sales team before they become problems. • Coordinate shipping and delivery logistics, including delivery dates, freight arrangements, and site requirements; assist in resolving shipping damage, shortages, or back charge claims. Project Documentation & Closeout • Assemble, review, and deliver Operation & Maintenance (O&M) manuals, warranty documentation, and startup paperwork to meet project closeout requirements and deadlines. • Maintain organized, current project files/orders, acknowledgements, correspondence, approved submittals, and closeout documents. • Assist with submittal packages on an as-needed basis in support of the Outside Sales Engineer. Sales & Customer Support • Serve as a day-to-day point of contact for contractors and customers on order status, documentation, and delivery questions. • Support Outside Sales Engineers with quote follow-up, bid-date tracking, project logs, CRM updates, and general project administration. • Maintain strong working relationships with factory inside sales and customer service contacts at the manufacturers we represent. • Assist with invoicing support, commission reconciliation, and parts or replacement equipment orders as needed. QUALIFICATIONS Required • High school diploma or equivalent; associate’s or bachelor’s degree a plus. • Demonstrated ability to manage many concurrent projects and deadlines without losing track of details. • Strong written and verbal communication skills; comfortable on the phone and in email with contractors and factory contacts. • Proficiency with Microsoft Office, particularly Excel and Outlook and the ability to learn new order entry and CRM systems. • High attention to detail and accuracy in data entry and document review. • Ability to work independently, take ownership of follow-up, and escalate issues appropriately. • Ability to work on a team and have a “can do” attitude. • Authorized to work in the United States and able to work on-site in Hillside, IL. Preferred (Not Required) • Experience in HVAC, mechanical, plum