Project Administrator

About Comfort Systems USA Mid South:

Comfort Systems USA Mid South is a leading mechanical services company specializing in heating, ventilation, air conditioning, plumbing, electrical, and building automation services for commercial, industrial, and institutional clients. With a focus on safety, quality, and innovation, we integrate planning, engineering, and implementation processes to meet the complex needs of our customers.

Behind every successful project is a team committed to collaboration, accountability, and operational excellence. We invest in our people by providing opportunities for professional growth, continuous learning, and meaningful careers while delivering exceptional service to the communities we serve.

Position Summary:

The Project Administrator plays a critical role in supporting the successful execution of commercial construction projects by providing administrative, financial, and operational support to the Project Management team.

This position is responsible for coordinating project setup, maintaining accurate documentation, supporting job cost reporting, processing project changes, and ensuring project information remains organized throughout the project lifecycle. The Project Administrator serves as a key partner to Project Managers, helping create the structure and organization that allows projects to move efficiently from award through closeout.

This is an excellent opportunity for someone who enjoys problem-solving, thrives in a fast-paced environment, and takes pride in supporting successful project execution through exceptional organization and attention to detail.

Key Responsibilities:

Create and establish new projects within company systems

Set up and maintain project files, documentation, and tracking logs

Coordinate project setup and document management within Procore

Enter and maintain project budgets, cost codes, and budget revisions

Prepare monthly Cost-to-Complete (CTC) meeting packages and record meeting minutes

Generate and distribute job cost reports for Project Managers and leadership

Support project financial tracking through COINS and other company systems

Process project documentation including Certificates of Insurance, Performance & Payment Bonds, Final Consents of Surety, Sales Tax Exemption Certificates, Notices to Owner, and CCIP/OCIP documentation

Maintain accurate project records and electronic documentation throughout the project lifecycle

Assist with project closeout documentation and administrative requirements

Coordinate with Project Managers and internal departments to ensure projects remain organized and on schedule

Support continuous improvement initiatives by identifying opportunities to streamline administrative processes

Perform additional project support responsibilities as assigned

Qualifications & Experience:

High School Diploma or GED required; Associate degree or related education preferred

2+ years of administrative or project support experience, preferably within commercial construction or a related industry

Experience with construction management software such as Procore preferred

Experience with COINS ERP or similar accounting/project management systems preferred

Strong organizational skills with exceptional attention to detail

Proficiency in Microsoft Office Suite, including Excel, Word, Outlook, and Teams

Ability to manage multiple priorities while meeting deadlines in a fast-paced environment

Strong written and verbal communication skills

Ability to work independently while collaborating effectively with project teams

We Are Proud to Offer Our Team Members:

Competitive pay and incentives

Medical, Vision, and Dental insurance

Paid holidays and flexible, generous PTO – 2 weeks after 90 days, with the opportunity to gain up to 5 weeks

401(k) Plan with multiple investment options

Training and Development Programs

Company-paid Employee Assistance Program

Employee discount programs

Company-paid and voluntary life insurance

Company-paid and voluntary accidental death & dismemberment (AD&D)

Company-paid short-term disability and voluntary long-term disability

Healthcare reimbursement account and dependent care reimbursement account

Health savings account with company contributions

Vehicle discount purchase programs

Disclaimer:

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this job. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

Comfort Systems USA, Inc. and all subsidiaries are equal opportunity employers. We are committed to creating an inclusive workplace and prohibit discrimination and harassment of any kind regardless of race, color, religion, sex, national origin, age, disability, veteran status, genetic information, or any other characteristic protected by applicable federal, state, or local law.