Assistant Project Administrator-HVAC

Description

WHO WE ARE For more than 4 decades, Accurate Heating, Cooling and Plumbing has been the HVAC contractor of choice for

quality-minded customers in Central Ohio. Besides the fact that we have earned a reputation for being the best in the business, our mission statement says it all, “Become the Trusted Comfort Advisor for every Homeowner and Business in Ohio by applying Moral and Ethical business principles.”

Our team prides itself on a true dedication to quality and unparalleled customer satisfaction. We don’t want to hire for a job; we want to hire for a career.

Requirements

JOB OVERVIEW
The Project Assistant provides administrative support to the Estimators, Project Managers and Director primarily focusing on tasks like managing project documentation, tracking progress and ensuring a smooth execution of a project by handling various pre and post construction needs.

GENERAL RESPONSIBILITIES

  Opportunity management

•  Be the voice for the HVAC Mechanical and Hydronics Dept. 
•  Works closely with CSRs to field questions about bidding, determining client needs and who/what dept the opportunity goes to.
•  Receive & respond to phone calls & emails about bidding
•  Develop relationships with GC precon admins/estimators/subs to become the go-to-person for bidding information.

  Manage bid sites such as Building Connected, Plan Hub, Procore, BX, etc.

• Learn how to navigate each site
• Responds to bid invites appropriately

  Manage Bids@accuratehvac email

• Responds to bid invites appropriately
• Sends filtered opportunities to Trello to track

  Filter opportunities at a high level

• Understands each department geographically territories
• Learns which clients Accurate wants and does not want to work with

   Keep Trello updated & organized

• Updates cards with new information 
• Moves cards through the process
• Sends filtered bid invites to Trello
• Participates in weekly bid meetings

Capture bidding information for reports.

• Maintains Accurate Mechanical Bid List spreadsheet
• Maintains HVAC Project Bid Gantt Chart spreadsheet
• Maintains Department Director’s work spreadsheet
• Performs bid follow up and tracks results in spreadsheets above and informs estimator of any feedback

  Precon Document management

• Download or procure bid documents (both for reviewing & bidding)
• Separates drawings into PLMB & HVAC and puts in a Review folder for estimator’s review for decision to bid or not.
• Create Bidding folders for opportunities determined to pursue
• Keep bid folders organized and up to date
• Update folders as projects move from budget to bidding to sold/lost
• Update bid set drawings and spec books with addendum or bulletin updates so that a single set of drawings and specs are always current Archive old bid files based on a time frame we determine 
• Delete old bid files based on a time frame we determine

Permits

• Secure permits for all new commercial jobs
• Schedule inspections for all commercial jobs
• Distribute inspection results appropriately

  Vendor/Subcontractor management

• Send out RFQs along with bid document
• Obtain and file quotes
• Distribute addendums, RFIs & clarifications in a timely manner
• Distribute questions/RFIs to appropriate estimators

  Closeout procedures and tasks

• Obtains closeout documents and builds the owner’s manual
• Works with the appropriate Project Manager to ensure timely delivery
• Inform project manager of missing information/documentation; as-build drawings & substantial completion date

  Other tasks as required

• Attend prebid meetings and gather information (rare occasions)
• Attend bid openings and deliver bids and capture information (rare occasions)
• Assist VP and Director of HVAC Mechanical as needed
• Work closely with Project Management teammates
• Attend job meetings as needed. (Remotely, if possible, but may include onsite).
• Generate submittals under the direction of Project management with the ability to interpret compliance to schedules/spec.
• Change order/RFI/Submittal tracking.
• Procurement tracking with vendors.
• Manage issuing access, drawings, submittals, various items to Fieldwire/Construction software.

HVAC/Hydronic Apprentice Coordinator (Organizer)

QUALIFICATIONS

• A passion for customer service
• Detail oriented and good follow through
• Written and verbal communication skills
• Patience, compassion and empathy
• Time management skills

BENEFITS

• PTO per Company Policy
• 6 paid holidays
• Health, Dental, Vision, STD, Life Insurance
• 401(k) plan, including company match
• 125 Plan

EQUAL OPPORTUNITY EMPLOYER
We’re an equal opportunity employer. All applicants will be considered for employment without attention to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran, or disability status.