Job Title: Project Administrative Support 

Job Summary: The Project Administrative Support role in the HVAC Maintenance sector involves providing essential administrative assistance to ensure the smooth execution of HVAC maintenance projects. This position plays a crucial role in coordinating project activities, managing documentation, and facilitating communication among project stakeholders. The ideal candidate should possess strong organizational skills, attention to detail, and proficiency in administrative tasks.

Key Responsibilities:

1. Administrative Support: Provide comprehensive administrative support to project managers and project teams, including scheduling meetings, preparing agendas, and maintaining project documentation.

2. Document Management: Create, organize, and maintain project-related documents such as contracts, permits, work orders, and reports. Ensure documentation is accurate, up-to-date, and accessible to relevant stakeholders.

3. Communication Facilitation: Serve as a central point of contact for project-related inquiries, both internally and externally. Facilitate communication among project team members, clients, vendors, and subcontractors to ensure timely and effective information exchange.

4. Coordination: Assist in coordinating project activities, including procurement of materials and equipment, scheduling of maintenance tasks, and monitoring project timelines. Collaborate with internal departments and external partners to ensure alignment with project objectives.

5. Data Entry and Reporting: Input project data into relevant systems or databases and generate reports as needed. Maintain accurate records of project expenses, progress, and other key metrics for tracking and analysis purposes.

6. Quality Assurance: Support quality assurance efforts by reviewing project documentation for completeness and accuracy. Assist in implementing quality control processes to ensure compliance with industry standards and client requirements.

7. Client Support: Provide responsive and professional support to clients throughout the project lifecycle. Address client inquiries, concerns, and requests in a timely manner, striving to exceed expectations and maintain positive relationships.

8. Problem Solving: Identify and address issues or obstacles that may arise during project execution. Collaborate with project team members to develop solutions and mitigate risks to project success.

9. Health and Safety Compliance: Ensure compliance with health and safety regulations and company policies during project activities. Promote a culture of safety awareness and adherence to best practices among project stakeholders.

Qualifications:

• Proven experience in administrative support roles, preferably in the construction or maintenance industry.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software.
• Excellent organizational skills with the ability to prioritize tasks and manage time effectively.
• Strong attention to detail and accuracy in documentation and data entry.
• Effective communication skills, both verbal and written, with the ability to interact professionally with diverse stakeholders.
• Ability to work independently with minimal supervision and as part of a team in a fast-paced environment.
• Knowledge of HVAC systems and maintenance processes is a plus but not required.