Project Management Assistant

Looking for an opportunity to join a dynamic HVAC Project Management team?

Air Control Systems, Inc. is seeking an organized, articulate, and technically-proficient, HVAC Project Assistant with a minimum of 2 years of commercial HVAC project management experience to assist in managing HVAC projects, tracking field installation, managing performance against project requirements, and providing high-level support to ensure client satisfaction

This is a full-time, non-exempt position with work hours of 8:00 a.m. – 5:00 p.m. Monday – Friday.

Job Responsibilities (include but are not limited to the following):

  • Assists in managing a variety of small and large HVAC (design-build, plan-spec, and tenant improvement) projects
  • Establish and maintain effective working relationships and professional communication with colleagues, vendors, subcontractors, general contractors, property managers, and general public, etc.; manages and resolves customer inquiries
  • Performs support functions including creating bid or project start/close documentation/folders, assigns and maintains job and bid number logs, processes bid invites and requests for information (RFIs), routes client information requests, prepares correspondence, and provides frequent and successful communication both internal and external
  • Manages client account/project information and data records in applicable systems; includes data-entry and documentation, electronic file share, and Microsoft Project
  • Tracks all bidding work and manages Opportunities Pipeline for the division
  • Manages and maintains an active Project Listing
  • Setup and maintain all active project folders and documents (i.e. letters of intent, signed proposals, contracts, change orders, preliminary notices, billing, vendor releases, etc.)
  • Create purchase orders, change orders and subcontracts as needed (within Accounting system)
  • Assembles plan checks and project submittals
  • Secures permits and city business licenses
  • Supports material and equipment procurement
  • Prepares and distributes project documents to appropriate field staff (submittals, plans, scope sheets, hour logs, etc.)
  • Run and analyze job variance reports for project manager(s)
  • Closes out projects by sending out closeout packages (guarantee letters, as-builts, air balance reports, LEED documentation, operation and maintenance manuals, and satisfaction survey)
  • Ensures effective communications from internal and external customers; provides an interface between customer service, division management, shared services, and field operations
  • Identifies process changes/improvements providing more efficient yet concise methods with the same end result
  • Prioritizes and manages multiple projects and tasks simultaneously; follows through on issues in a timely manner
  • Learn all software programs utilized in the day-to-day business operations of the company
  • Provides special project support and complete other duties as assigned

Required Characteristics:

  • Minimum of 2 years of commercial HVAC project management experience
  • Experience reading and analyzing drawings and schematics
  • Proven record of strong performance in a similar office setting
  • Independent thinker and self-directed employee who can complete assignments without detailed instructions
  • Strong computer literacy (demonstrated proficiency in Microsoft Office, knowledge of Microsoft Project, and Microsoft Excel – demonstrate formulas (i.e. VLOOKUP, SUMIF, IF, etc.), ability to learn new software through training and on the job experience
  • Knowledge of office (and service line) management practices and procedures
  • Excellent time management and organizational skills
  • Knowledge of business letter writing and professional formatting of typed material
  • Equivalent combinations of education, training & experience will be considered; Bachelor’s degree strongly preferred (Construction Management, Project Management, Business Administration)