Project Administrator

Job Title: Project Administrator Job Location: Richmond VA Operating Company: AIR Control Concepts FLSA Status: Exempt Salary Range: $55,000-70,000 Annually

About:

AIR Control Concepts is a leading commercial HVAC, electrical, and building solutions platform comprised of more than 60 operating companies across North America, Europe, and Asia-Pacific. Through our family of best-in-class businesses, we provide engineered solutions, HVAC equipment, controls, service, building automation, and lifecycle support to customers across numerous verticals, including commercial, healthcare, industrial, education, data center, and institutional markets. Backed by Blackstone and headquartered in Norfolk, Virginia, AIR is building a more connected, capable, and forward-looking industry. As we continue to expand, safety remains one of our core values and a critical component of our operational excellence.

Check out our website: AIR Control Concepts

Job Description:

The Project Administrator provides administrative and coordination support across parts, service, sales, and project management functions. This role helps maintain documentation, track schedules and shipments, process orders, and communicate routine updates to ensure smooth project execution.

Essential Duties and Responsibilities:

• Develop and maintain order entry procedures for all products.
• Provide exceptional customer service by responding to inquiries, resolving issues, and ensuring customer satisfaction.
• Assist the AIR Global team in ensuring the project is managed to the right quality standards and completed efficiently and on time.
• Order equipment from manufacturers accurately and efficiently.
• Track and communicate project milestones, lead times, and delivery schedules to contractors and internal teams.
• Process change orders, verify pricing and scope adjustments, and update project documentation as required.
• Coordinate shipping/logistics with manufacturers and customers.
• Ensure that key information and data is effectively shared and appropriately retained.
• Interface with multiple stakeholders, including but not limited to accounting, estimating, project managers, customers and vendors.
• Complete workflow of project information and order management.
• Attend relevant meetings to support customer orders
• Work closely with Accounting to reconcile AP and AR invoices, review order-related cost variances, and coordinate and process necessary corrections or updates to orders.
• Coordinate with Accounting on customer invoicing to ensure accurate order information and supporting documentation.
• Participate in team meetings and product training to enhance industry knowledge.

Experience and Qualifications:

• Associate’s or Bachelor’s in Business or related field preferred.
• 1 year of experience in project coordination, operations support, customer service, or related administrative role.
• Familiarity with construction, mechanical/electrical/controls, HVAC, or building systems environment (or willingness to learn).
• Proficiency with MS Office (Excel, Outlook, Word); experience with ERP/CRM systems (e.g., SAP, NetSuite, Sage, Salesforce, or similar).
• Strong organizational skills with high attention to detail and documentation accuracy.
• Clear written and verbal communication; comfortable interacting with internal teams and vendors.
• Ability to juggle multiple tasks, manage time, and follow standardized processes.

Core Skills & Competencies:

• Organization & Accuracy: Maintains orderly files and clean data; catches inconsistencies early.
• Process Discipline: Follows SOPs, templates, and escalation paths; adheres to deadlines.
• Communication: Delivers timely, clear, and professional updates; documents interactions.
• Collaboration: Works well with Parts, Service, Sales, Accounting, and PMs; supports team goals.
• Customer Orientation (Support Level): Provides courteous, clear responses and knows when to escalate.
• Problem Solving: Identifies routine issues (e.g., shipment delays, missing docs) and proposes practical next steps.
• Technical Aptitude: Comfortable learning vendor portals, ERP/CRM, and common project tools (SharePoint, Teams).

Benefits:

We offer a competitive and comprehensive benefits package, including:

• Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
• Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
• Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
• Professional Development – Ongoing training opportunities and support for continuing education.

Equal Employment Opportunity Statement AIR Control Concepts is an Equal Opportunity Employer. We are committed to providing equal employment opportunities to all qualified applicants and employees without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other characteristic protected by applicable federal, state, or local law.

Work Authorization and Visa Sponsorship Applicants must be legally authorized to work in the United States. At this time, AIR Control Concepts does not provide employment-based visa sponsorship for this position, either now or in the future.