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 valueadded 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: $60000 - $80000 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 valueadded 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; associates or bachelors 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 plumbing electrical or construction-related industries with a manufacturers representative manufacturer distributor or mechanical contractor.

Familiarity with construction project workflows: purchase orders submittals releases lead times change orders and O&M closeout requirements.

Prior experience in project coordination order management inside sales support contract administration or construction office administration.

Ability to read and interpret equipment schedules specifications or basic mechanical drawings.

We are open to candidates from a range of backgrounds. HVAC industry experience shortens the learning curve but we will train the right person who brings organization accuracy and a strong sense of follow-through.

WHAT WE OFFER

Competitive salary of $60000 $80000 commensurate with experience.

Medical Insurance Dental Insurance Vision Insurance

100% company match on 401(k) contributions up to 6% of pay.

Tuition Reimbursement

Company-paid Disability insurance (short-term and long-term)

Company-paid group life insurance

Paid Time Off & Holidays

Volunteer Hours

Employee-paid supplemental insurance options

Employee Assistance Program (EAP)

FSA HSA and commuter benefits options

Paid parental leave

Career growth and learning

A small-company environment where your work is visible and your judgment is trusted.

Direct exposure to engineered HVAC products and the opportunity to grow into a Project Manager or other positions within the company.

NOTE: This job description is not intended to be all-inclusive. Employees may perform other related duties as negotiated to meet the ongoing needs of the organization.

WORK ENVIRONMENT & SCHEDULE

This position is based full-time in our Hillside Illinois office. Standard schedule is Monday through Friday 8:00 a.m. 5:00 p.m The role is primarily desk- and computer-based; occasional travel for customer visits factory training or industry events may be requested but is not a regular requirement of the job.

HOW TO APPLY

Please send your resume and a brief note about your interest in the role to or apply through the Employment page at . Applications are reviewed on a rolling basis.

EQUAL OPPORTUNITY EMPLOYER

Midwest Applied Solutions LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race color religion sex sexual orientation gender identity national origin age disability veteran status genetic information or any other characteristic protected by applicable federal state or local law.

Employment practices will not be influenced or affected by an applicants or employees 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 candidates qualifications experience internal equity and the budgeted amount for the specific role and location.