Assistant Project Administrator-HVAC

Job Description

Description:

WHO WE ARE For more than 4 decades, Accurate Heating, Cooling and Plumbing has been the HVAC contractor of choice for

quality-minded customers in Central Ohio. Besides the fact that we have earned a reputation for being the best in the business, our mission statement says it all, “Become the Trusted Comfort Advisor for every Homeowner and Business in Ohio by applying Moral and Ethical business principles.”

Our team prides itself on a true dedication to quality and unparalleled customer satisfaction. We don’t want to hire for a job; we want to hire for a career.Requirements:

JOB OVERVIEW

The Project Assistant provides administrative support to the Estimators, Project Managers and Director primarily focusing on tasks like managing project documentation, tracking progress and ensuring a smooth execution of a project by handling various pre and post construction needs.

GENERAL RESPONSIBILITIES

Opportunity management

Be the voice for the HVAC Mechanical and Hydronics Dept.

Works closely with CSRs to field questions about bidding, determining client needs and who/what dept the opportunity goes to.

Receive & respond to phone calls & emails about bidding

Develop relationships with GC precon admins/estimators/subs to become the go-to-person for bidding information.

Manage bid sites such as Building Connected, Plan Hub, Procore, BX, etc.

Learn how to navigate each site

Responds to bid invites appropriately

Manage Bids@accuratehvac email

Responds to bid invites appropriately

Sends filtered opportunities to Trello to track

Filter opportunities at a high level

Understands each department geographically territories

Learns which clients Accurate wants and does not want to work with

Keep Trello updated & organized

Updates cards with new information

Moves cards through the process

Sends filtered bid invites to Trello

Participates in weekly bid meetings

Capture bidding information for reports.

Maintains Accurate Mechanical Bid List spreadsheet

Maintains HVAC Project Bid Gantt Chart spreadsheet

Maintains Department Director’s work spreadsheet

Performs bid follow up and tracks results in spreadsheets above and informs estimator of any feedback

Precon Document management

Download or procure bid documents (both for reviewing & bidding)

Separates drawings into PLMB & HVAC and puts in a Review folder for estimator’s review for decision to bid or not.

Create Bidding folders for opportunities determined to pursue

Keep bid folders organized and up to date

Update folders as projects move from budget to bidding to sold/lost

Update bid set drawings and spec books with addendum or bulletin updates so that a single set of drawings and specs are always current Archive old bid files based on a time frame we determine

Delete old bid files based on a time frame we determine

Permits

Secure permits for all new commercial jobs

Schedule inspections for all commercial jobs

Distribute inspection results appropriately

Vendor/Subcontractor management

Send out RFQs along with bid document

Obtain and file quotes

Distribute addendums, RFIs & clarifications in a timely manner

Distribute questions/RFIs to appropriate estimators

Closeout procedures and tasks

Obtains closeout documents and builds the owner’s manual

Works with the appropriate Project Manager to ensure timely delivery

Inform project manager of missing information/documentation; as-build drawings & substantial completion date

Other tasks as required

Attend prebid meetings and gather information (rare occasions)

Attend bid openings and deliver bids and capture information (rare occasions)

Assist VP and Director of HVAC Mechanical as needed

Work closely with Project Management teammates

Attend job meetings as needed. (Remotely, if possible, but may include onsite).

Generate submittals under the direction of Project management with the ability to interpret compliance to schedules/spec.

Change order/RFI/Submittal tracking.

Procurement tracking with vendors.

Manage issuing access, drawings, submittals, various items to Fieldwire/Construction software.

HVAC/Hydronic Apprentice Coordinator (Organizer)

QUALIFICATIONS

A passion for customer service

Detail oriented and good follow through

Written and verbal communication skills

Patience, compassion and empathy

Time management skills

BENEFITS

PTO per Company Policy

6 paid holidays

Health, Dental, Vision, STD, Life Insurance

401(k) plan, including company match

125 Plan

EQUAL OPPORTUNITY EMPLOYER

We’re an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.

Full-time