Contracting Project Administrator

About the Role

Trane has a new exciting opportunity to join our organization as a Project Administrator in our Maitland, FL Contracting group. Under moderate supervision, this position works closely with Project Manager(s), and is responsible for routine project documentation, procurement, job costing, customer invoicing, and administrative closeout of each project. From project award through close-out, portfolio includes multiple projects at different stages of completion. You will be required to closely interact with internal and external customers to ensure the timely completion of each project, to foster a positive culture.

Key Responsibilities

• Follow established standard work and processes, utilizing several enterprise systems.
• Coordinate the transition of projects from Sales to Operations within enterprise business systems.
• Administer projects throughout entire life cycle to ensure contract compliance and successful delivery, including coordination with regional leadership, contract management, legal, and financial services.
• Manage procurement processes per project requirements. With guidance from Project Manager and/or Engineer, handle material ordering/tracking, issue purchase orders and subcontracts to qualified vendors.
• Coordinate monthly customer invoicing process 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 costs, including time sheets, forecasting assistance, vendor invoices, utilizing project reports, etc.
• Reviews billing backlog and coordinates/communicates with Project Managers, BAS and HVAC Field Technicians, customers, and Trane claims as necessary to resolve obstacles.

Requirements & Tech Stack

• Must have strong communication skills.
• 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 judgement.
• Experience prioritizing tasks in order to meet tight deadlines within a fast-paced environment.
• Familiarity with the operation of HVAC Systems preferred.
• Flexibility to work overtime/weekends, as required.

Qualifications

• High School diploma or GED and up to two (2) years of related experience and/or training; or equivalent combination of education and experience.
• Previous experience with financial systems and basic accounting, including accounts receivable and accounts payable, an asset.
• Construction law and regulation knowledge is an asset.