Hvac Construction Administrator, Grand Rapids

Administrative Support Specialist
Key Responsibilities
Provide day-to-day administrative and operational support to Project Managers and the Major Projects team.
Create, format, and maintain project documentation using Microsoft Office Suite (Word, Excel, Access) and project management platforms such as Procore and Bluebeam.
Issue and manage purchase orders; track material and equipment procurement for major projects and warranty work.
Maintain organized digital and physical filing systems for project documentation, contracts, and correspondence.
Administer subcontractor agreements and process subsequent work authorizations.
Support monthly billing processes, including preparation and submission of AIA progress billings through company systems and Procore.
Assist in processing, tracking, and documenting project change orders.
Review contract documents to understand project scope, systems, and material requirements.
Coordinate and track permits, inspections, and related approvals for all assigned projects.
Assist with project financials, including uploading budgets, running reports, and supporting forecasting efforts.
Generate reports, invoices, and job cost documentation as required.
Support Project Managers in assembling and completing project closeout documentation.
Participate in project coordination meetings and document key actions and follow-ups.
Identify and communicate potential project issues, including scheduling conflicts or documentation gaps.
Assist with manpower forecasting documentation across company systems.
Provide cross-functional administrative support and backup for team members as needed.
Perform additional duties as assigned to support project and organizational objectives.
Required Skills and Qualifications
High school diploma required; some college or technical training preferred.
2+ years of administrative experience in construction or a related field preferred.
Working knowledge of construction terminology, contracts, billing processes, and documentation standards.
Proficiency in Microsoft Office Suite; experience with Procore, Bluebeam, or similar construction management software strongly preferred.
Strong organizational skills with exceptional attention to detail and accuracy.
Effective written and verbal communication skills.
Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
Strong data entry skills with a high level of accuracy.
Ability to work independently and collaboratively with minimal supervision.
Problem-solving skills with the ability to interpret documentation and follow established procedures.
Travel Requirements
Less than 5% travel required.
Work Environment and Physical Requirements
Primarily office-based in a climate-controlled environment.
Prolonged periods of sitting and working at a computer.
Frequent use of keyboard, mouse, and standard office equipment.
Occasional movement throughout the office for meetings and collaboration.
Ability to lift and carry office materials up to **** pounds as needed.
Adherence to company policies, procedures, and professional standards.