Project Administrator

Use your high energy, intelligence, and administrative sophistication to keep our Service Projects business moving at all cylinders!  This team-focused, technologically savvy administrative assistant will certainly add talent depth to our strong support team.

Location: Charlottesville, VA

Full-time, Monday - Friday.

What you’ll do

This position provides administrative assistance to Service Project Operations, Project Management, and Sales Teams including planning, coordination and other support in the preparation of proposals, bids, project setup, equipment ordering/tracking, permits, and close out documentation.

• Assist with reviewing and preparing project documents
• Keep paperwork organized for various types of projects.
• Become proficient at entering and retrieving data from ColonialWebb’s operating system (Penta).
• Upload and download documents into electronic document storage system (OnBase).
• Order and track equipment for sales and field personnel.
• Complete and file permits, call-in and track inspections.
• Make copies of plans and submittal data for various projects and distribute appropriately.
• Research project cost issues and payment status on a weekly basis.
• Assist with gathering information or researching problems as assigned.
• Gather and copy job close out data (O&M documents, As-built drawings, and air balance reports) for delivery to the customer.
• Assist with the development of major proposals and presentations.
• Perform project billing and customer/job setup.
• Provide Purchase Order (PO), time entry and other Service division support as required.
• Provide backup support for service dispatching.
• Attend various meetings and functions as directed. 

What we’re looking for

Preferred Qualifications:

• Construction or Service Projects industry estimating or sales support experience

Minimum Qualifications:

• Construction or Service Projects industry administrative support experience
• Administrative experience supporting business/project teams.
• Advanced knowledge of Microsoft Outlook, Word, and Excel and PDF editing software.
• Ability to coordinate and perform multiple tasks accurately and in a timely manner.
• Ability to handle a fast-paced workload and work under pressure with last minute time constraints
• Must be able to work independently, without direct supervision.
• Ability to deal diplomatically and communicate effectively with internal and external customers. 
• Strong proofreading, editing and writing skills—inclusive of proper grammar, usage and spelling
• High school diploma or equivalent
• Experience working in a fast-paced work environment.
• Focus and orientation for maintaining the flow of proposals and setups through our system.
• Excellent administrative, organization and follow-up skills.
• Ability to work a flexible schedule including evenings or weekends (as necessary).

What we’ll offer you

• Competitive wages.
• 401(k) plan with a generous company match
• Medical, dental, vision, and Rx drug insurance
• Life and accidental death insurance
• Short and Long-Term disability insurance
• Personal Leave, Paid Holidays, and Bereavement Leave
• Opportunities for career growth, training and development
• Tuition reimbursement
• Employee referral incentives
• Scholarship program for employees’ children
• Discounts at major cell phone, computer, and automotive companies.
• Rallies, picnics, celebrations, cook-outs, and food truck Tuesdays!
• And so much more…

Who we are

ColonialWebb is a Mid-Atlantic leader of superior engineering, construction, installation and service of mechanical systems. For over 40 years we have provided practical and innovative mechanical solutions.  As a Comfort Systems USA company, we are strengthened by a nationwide network of mechanical contractors and prepared to build, service, or retrofit any commercial or industrial mechanical, HVAC, refrigeration, electrical, plumbing, water solution, or process piping system. 

Apply online at www.ColonialWebb.com/careers.EOE M/W/Disability/Vets