The Project Administrator — Commercial HVAC plays a critical role in keeping multiple commercial mechanical/HVAC projects running smoothly. You’ll manage schedules, RFIs, submittals, purchase orders, costs, and vendor coordination, supporting our Sales Team and Foremen. This role requires strong organizational and communication skills, attention to detail, and the ability to keep projects on track from kickoff to closeout.
Key Responsibilities
- Manage projects from kickoff to closeout, maintaining organized digital files.
- Create, update, and interpret project schedules and Gantt charts in Microsoft Project to keep multiple projects on track.
- Track costs, change orders, and SOVs in Sage 300; generate profitability reports.
- Coordinate deliveries, warehouse logistics, vendors, and subcontractors.
- Prepare and track submittals, RFIs, permits, and inspections.
- Process invoices and assist with monthly billing.
- Provide weekly project updates to clients and internal teams.
- Establish trust and build strong relationships with internal and external teams.
- Find creative solutions with a collaborative approach.
Who You Are
You embody the core values that make Smart Air great:
- Be Proudly Recordable: You take ownership and do things right the first time, respecting the absent.
- Solve Collaboratively: Teamwork is natural—you support others and work toward solutions together.
- Have Grit: You persevere through challenges, continuously improve, and never cut corners.
- Show Empathy: You care about people—your team, customers, vendors, and community—and act with respect, understanding, and support in every interaction.
- Make Relationships Matter: You believe that people are more important than products, so we invest in authentic connections.
Qualifications
- Experience with Sage 300 CRE for job-cost tracking/project accounting.
- Proficient in Microsoft Project (or similar software), capable of both reading and building Gantt charts to manage project schedules effectively.
- Strong communication skills, detail-oriented, and able to prioritize multiple projects.
- Familiarity with permitting, inspections, RFIs, submittals, SOVs, and change orders in South Florida.
- Must be able to pass a background check and drug screening.
- Organized, self-starting, open listener and communicator.
Compensation & Benefits
- Pay: Competitive, based on experience.
- Expected Hours: 40/week
- After 90 days:
- Health Insurance: 70% reimbursement (up to $500/month)
- Paid Time Off (PTO)
- Simple IRA with up to 3% employer match
- Opportunities for growth, mentorship, and skill development.
- Work with a team that celebrates craftsmanship, collaboration, and excellence.
About
Smart Air Systems
At Smart Air Systems Inc., we’re more than just HVAC contractors. Based in Deerfield Beach and serving South Florida for over 27 years, we specialize in large-scale commercial retrofit and upgrade projects. Our work includes complex mechanical systems in high-end, multi-tenant, and mission-critical facilities, and we take pride in delivering solutions that are smart, reliable, and done right the first time.
We’re built by technicians for technicians. Our team is our greatest asset, and our culture is collaborative, supportive, and dedicated to craftsmanship. At Smart Air, you’ll be part of a company that values your expertise, your growth, and the pride you take in your work.
Why Join Smart Air?
Be part of a company that values your expertise and respects your craft.
Work on high-impact commercial projects across South Florida.
Collaborate with a supportive team where teamwork, integrity, and accountability come first.
Enjoy growth opportunities, mentorship, and a culture built around people, not just projects.
Smart solutions. Honest craftsmanship.
A team that has your back.
How to Apply
If you’re ready to take pride in your work, grow your skills, and be part of a team that values excellence, send your resume outlining relevant experience through the form below.