Project Administrator at Carolina Chillers LLC – Ladson, South Carolina

The Project Administrator is responsible for managing the administrative and coordination aspects of projects from project award through completion and turnover to service. This role ensures projects move smoothly through ordering, scheduling, communication, documentation, and closeout while supporting field technicians, vendors, project managers, and clients.

This position serves as the central hub of information and workflow for Turnkey projects, ensuring nothing falls through the cracks and every job progresses efficiently, professionally, and on schedule.

General Responsibilities for a Project Administrator:

Project Initiation & Setup

• Set up new projects in internal systems upon award
• Confirm receipt of PRP/SOW, purchase orders and required documentation
• Create and maintain project files and job tracking systems

Client & Internal Communication

• Serve as primary administrative contact for clients during project lifecycle
• Provide status updates, scheduling coordination, and follow-up
• Support field technicians with documentation, information, and logistics
• Maintain consistent communication between sales, field, and service departments

Documentation & Compliance

• Maintain organized project documentation for each job
• Ensure proper completion of startup forms and turnover documentation
• Assist with billing documentation and job cost tracking

Project Closeout & Turnover

• Ensure all documentation is completed prior to turnover to service
• Confirm warranties are registered and recorded
• Facilitate smooth handoff from installation to service department

Qualifications for the Project Administrator:

• Experience in HVAC, construction administration, or project coordination preferred
• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Ability to manage multiple projects simultaneously
• Proficiency in Microsoft Office and project tracking software
• Detail-oriented with strong follow-through
• Ability to work effectively with field personnel, vendors, and clients

Expectations for Performance

The position requires frequent communication, organization, and coordination to keep projects progressing smoothly from start to finish. This role is critical to the success of Turnkey projects. The Project Administrator ensures that projects are organized, properly supplied, clearly communicated, and professionally completed, directly impacting customer satisfaction and company efficiency.