Project Administrator

Ingersoll Rand San Juan , PR 00901

Posted 2 weeks ago

At Ingersoll Rand we are passionate about inspiring progress around the world. We advance the quality of life by creating comfortable, sustainable and efficient environments. Our people and our family of brandsincluding Club Car, Ingersoll Rand, Thermo King, Trane, American Standard Heating & Air Conditioning and ARO - work together to enhance the quality and comfort of air in homes and buildings; transport and protect food and perishables; and increase industrial productivity and efficiency. We are a global business committed to a world of sustainable progress and enduring results. For more information, visit

Ingersoll Rand is a diverse and inclusive environment. We are an equal opportunity employer, dedicated to hiring a diverse workforce; including individuals with disabilities and United States qualified protected veterans.

Job Summary

This position is responsible for all administrative and financial aspects of the assigned Service/Direct & Indirect Channel/Control & Contracting projects within the Caribbean District. It includes entering estimates/cost on the system according to the type of job, accurate control over revenue and costs for each assigned projects following revenue recognition policies, financial analysis to capture deviations from estimates targets with recommendations, and backlog & forecast reporting.

It is also responsible for routine project documentation, requisitions and orders for materials and parts, status monitoring, invoicing, and administrative closeout of each project. This position is required to closely interact with the Area Service Manager/Service Solutions Leader/Project Managers/Account Managers and Finance Management.


ESSENTIAL FUNCTIONS AND RESPONSIBILITIES include the following. Other functions may be assigned.

  • ERP Systems/Process oriented

  • Sets-up Service/Direct & Indirect Channel/Control & Contracting projects in ERP system based on project related documents

  • Responsible for general administrative functions to support the Service/Direct & Indirect Channel/Control & Contracting fulfillment process.

  • Inputs estimates and project cost data into ERP system.

  • Input and Validate estimates and project cost data into ERP system ( The PA's are the person responsible of updating the information on monthly basis in order to the system correctly recognize revenue)

  • Coordinates with various IR departments for accurate and timely recording of project costs, including time sheets, daily reports, etc.

  • Responsible for entering purchase orders and receive invoices from suppliers.

  • Responsible for entering Purchase Orders Requisitions and receive-apply costs into projects module for those Non-Inventory purchases from Suppliers or Sub-Contractors.

  • Validates and reconciles project costs data in system application to completed work order.

  • Validates and reconciles project costs data in system application for all projects on a monthly bases

  • Responsible to reconcile all committed Sub-Inventory transfers to allocate costs pertaining to projects. The PA needs to verify that all the move orders made into the system are correctly posted to the project when the cost is committed, so no Inventory may be held on technicians trucks as available)

  • Responsible for generating, interpret, and print various assigned reports.

  • Reviews billing backlog and coordinates/communicates with Area Service Manager, Project Managers, Account Managers, HVAC Field Technicians in order to solve obstacles.

  • Responsible for invoicing process in the system and coordinate format, layout, attachments, etc.

  • Communicates effectively with other team members concerning project management process.

  • Assists with communication to inside customers regarding project status.

  • Records relevant correspondence and issues, relevant meetings minutes and other conversations.

  • Receive and approve vendor/sub-contractor invoices, reconciles, etc

  • Gather and record compliance all documentation to be SOX compliance

  • Initiating intercompany business unit claims


  • College diploma in Accounting, Finance, Business Administration or similar fields

  • 5 years of experience in Project Administration.

  • Working knowledge of ERP Systems such as Oracle, SAP or similar.

  • High proficiency in Excel and other Microsoft Office applications.

  • HVAC project administration experience is desirable.

  • Intermediate English language proficiency

We are committed to helping you reach your professional, personal and financial goals. We offer competitive compensation that aligns with our business strategies and comprehensive benefits to help you live your healthiest. We are committed to building an inclusive and diverse culture that engages as well as values the different backgrounds and experiences of our employee, which, in turn, spurs innovation, generates creative solutions and enhances our customer relations.

If you share our passion for inspiring progressfor bringing about bold shifts in how people, economies and societies operatethen you belong with Ingersoll Rand. Progress begins with you.


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Project Administrator

Ingersoll Rand