Project Administrator, Equipment

About the Role

Trane Technologies is seeking a Project Administrator for their Tampa, FL commercial sales office. This role is responsible for routine project documentation, material procurement, job costing, status monitoring, invoicing, and administrative closeout of projects. The Project Administrator will closely interact with Project Managers, Account Managers, and other project staff to ensure timely project completion.

Key Responsibilities

• Follow established standard work and processes, utilizing several enterprise systems.
• Administer projects throughout their entire lifecycle to ensure contract compliance and successful delivery. This includes coordination with regional leadership, contract management, legal, and financial services.
• Manage procurement processes per project requirements. With guidance from the Project Manager and/or Engineer, handle material ordering/tracking, and issue purchase orders and subcontracts to qualified vendors.
• Coordinate monthly customer invoicing processes per customer requirements and Project Manager direction to ensure timely and accurate billing.
• Coordinate with project team members for accurate and timely recording of project financials, including forecasting assistance, vendor invoices, and utilizing project reports.
• Review billing backlog and coordinate/communicate with internal and external stakeholders to resolve obstacles.
• Assist in keeping AR up to date and resolving billing or tax disputes.
• Perform general administrative functions to support the equipment fulfillment process.
• Collaborate with Project Managers on resolving forecasting, under/over billings, and other financial issues within projects.
• Process cases in case management.

Requirements & Tech Stack

• Strong communication skills.
• Strong organizational skills.
• Strong follow-up ability.
• Strong ability to multitask on different tasks and computer systems.
• Proactive approach with willingness to work independently as well as part of a team.
• Demonstrated ability to perform tasks such as problem solving, decision making, rational thinking, and exercising good judgment.
• Experience prioritizing tasks to meet tight deadlines in a fast-paced environment.

Qualifications

• High School diploma or GED.
• Up to two (2) years of related experience and/or training, or an equivalent combination of education and experience.
• Previous experience with financial systems and basic accounting, including accounts receivable and accounts payable, is an asset.
• Knowledge of construction law and regulation is an asset.
• Familiarity with the operation of HVAC Systems is preferred but not required.
• Flexibility to work overtime/weekends, as required.