Project Administrator

MSI is a full service HVACR contractor offering an array of energy efficient air-conditioning services from concept to completion, maintenance to repair and everything in between. With more than 45 years of service under our belt, MSI continues to be recognized for our visionary leadership and superior craftsmanship in the design and installation of energy-efficient cooling systems.

MSI seeks talented performers and offers a challenging and rewarding work environment that emphasizes teamwork, results, and most importantly honesty and integrity. We value our employees and are committed to attracting highly skilled, talented individuals to join our strong, family oriented workforce and to help us build on our success.

We are a Drug Free Workplace and an Equal Opportunity Employer.

Job Title: Project Coordinator

Department: Projects

FLSA Status: Hourly

Reports to: Vice President of Projects

Coordinates With: Vice President, Project Managers, Project Administrative Assistants, Accounting, Field Employees

Salary: Commensurate with experience + Benefits

JOB SUMMARY: MSI Seeks a Project Coordinator to assists Project Managers with the planning, administration, financial accounting, and reporting of projects.

ESSENTIAL FUNCTIONS:

• Assists Project Managers with the planning, administration, financial accounting, and reporting of projects.

• Provides administrative support in the form of typing, filing, emailing, correspondence routing and all administrative functions.

• Write's POs for Project Managers and Field Employees.

• Review all invoices prior to Project Managers signatures.

• Oversees and handles all facets setting up and maintaining job files.

• Prepares Submittal Manuals and Payment & Performance Bonds if required by customer.

• Prepares any close out documents requested and Operation & Maintenance Manuals if required by customer.

• Oversees and initiates billing for jobs in process and any required Pay Applications by the customer.

• Follow through with payroll questions from Accounting regarding timecards.

• Keep track of Accounts Receivables and follow through with past due notices, notice of non-payments and liens. Work with and communicate with Project Manager.

• Ensure all necessary permits are requested and obtained and call inspections as requested by Project Manager or Field Employee.

• File and track Notice To Owners, making sure they are issued on time.

• Issuing Certificates of Insurance when opening a job or when requested.

• Prepare WIP Reports for Project Managers at the end of the month.

• Initiate Warranty Letters when required and distribute them in Warranty book and copy to Service Group.

• Make travel arrangements/accommodations for Project Manager and Field Employees on out of town jobs or business related.

• Update AR weekly with report from accounting system and move amounts over to right columns according to past due days.

• Communicate with Project Managers and Project Administrators as to any changes or updates concerning Projects.

• Attend weekly AR meeting to review status and collection activity.

QUALIFICATIONS:

Education and Experience:

• High School graduate.
• AA degree in Business Administration desired.
• A minimum of seven (7) years experience as Administrative Assistant or Project Coordinator in Construction field.

Knowledge, Skills and Abilities:

• Construction forms and permits necessary.

• Strong administrative skills.

• Computer literate in Microsoft Products.

• Excellent communication skills.

• Ability to coordinate and work well with others.

• Work well under stress and multi-task.

SAFETY RESPONSIBILITIES:

• Each employee has a responsibility for their own safety, the safety of their co-workers, and the community in which they are operating.

• In the performance of duties and responsibilities, you are expected to observe all safety, health, and loss prevention rules, practices, and procedures, as well as specific instructions related to the safe and efficient performance of your work.

• An effective and viable safety, health, and loss prevention program will be attained only when all employees are safety conscious and keenly aware, both mentally and physically, of the potential hazards of your environment.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR's normal application process - it is probably fraudulent.

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