About us: 

As an $100M full-service commercial air conditioning company, Hill York provides system maintenance, service, repairs, energy solutions and installation for a wide range of heating, cooling and ventilation systems.  Since designing and installing the first air conditioning systems in Miami Beach hotels after World War II, Hill York has played a key role in leading Florida facilities to new plateaus of indoor comfort and energy efficiency.

Hill York seeks talented performers and offers a challenging and rewarding work environment that emphasizes teamwork, results, and most importantly honesty and integrity. We value our employees and are committed to attracting highly skilled, talented individuals to join our strong, family-oriented workforce and to help us build on our success.

Hill York is a wholly owned subsidiary of EMCOR Group, Inc., a Fortune 500 company.

We are a Drug Free Workplace and an Equal Opportunity Employer.

JOB SUMMARY:

The Project Administrator is responsible for partnering with our Project Managers to provide excellent customer service and administrative support for the successful completion of our projects. This role requires familiarity with a variety of the field’s concepts, practices, and procedures. Project Administrators are the subject matter experts on setting up projects in the system, filing necessary documents with cities and municipalities, keeping the customer abreast of project status, process all invoices, lien releases and manage collections. Project Administrators are self-starters, who can multi-task in a fast-paced environment, handle competing priorities and work with people of all levels within the organization. This person enjoys versatility in work and wants to help wherever needed. This role relies on experience and judgment to plan and accomplish goals and performs a variety of complicated tasks. Communication and teamwork are critical to success. We believe in performing with excellence while maintaining a great company culture.

ESSENTIAL FUNCTIONS:
• Handle all administrative items related to projects from start to finish, ensuring they are prepared/filed/communicated timely and accurately.
• Set up, obtain, and maintain all documents required for project folders and documentation management.
• Book jobs, estimates, and change orders in our ERP system.
• Partner with Project Managers and Operations Managers to ensure projects administrative items are actioned timely and accurately.
• Play an active role in job and forecast reviews.
• Assist with forecast adjustments as needed.
• Become expert in ERP system as it relates to projects (how to make adjustments, look up items, report out items).
• Request and/or file certificates of Insurance, notices to owner, notices of commencement, bid and/or performance bonds.
• Assist with legal items as they pertain to projects.
• Manage the permitting process including researching the legal owner, preparing the permit application and check request, and obtaining the permit.
• Coordinate jobs by acquiring necessary documentation, communicating with the customer/GC/vendors/subcontractors, resolving issues.
• Schedule inspections with building departments.
• Set up schedule of values or other invoices and perform AIA Billing/other billings for assigned jobs.
• File appropriate reports as required (certified payrolls, etc.).
• Bill for and ensure collection of Market Recovery and coordinate with Local Union staff.
• Collect, track and prepare partial and final lien releases for Hill York, subs and vendors.
• Own collections – contact customer as needed to ensure all jobs are paid in full timely.
• Prepare binders, CDs and assist PM as needed for Operation and Maintenance Manuals.
• Manage monthly approvals of contract and subcontract pay applications and ensure costs are entered monthly
• Assist the Sales department as needed.
• Assist Service Manager as needed.
• Assist on other projects and other office items as needed.
• Take the lead on office related gatherings, office events, and coordination.
• Assist Operations Manager as needed.

QUALIFICATIONS:

• High School Diploma
• Preferred Construction or Mechanical experience
• Ability to work in-office daily to ensure seamless collaboration, effective communication, and immediate support for project-related tasks.
• Strong verbal and written communication skills.
• Excellent organizational skills, time management, and attention to detail.
• Proficiency in Microsoft Office, including intermediate Excel
• Solid ERP skills (COINS preferred)
• Knowledge and ability to coordinate with customers and vendors (internal and external).
• Self-starter with the ability to work independently or within a team environment.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled.

“Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here. Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.” 

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