Installation Administrative Coordinator at Moore… · Traverse…

Summary: Moore Mechanical is a leading HVAC and plumbing contractor serving West Michigan. They are seeking a highly organized and proactive Installation Administrative Coordinator to support their Commercial and Residential Install Department by managing documentation, coordinating administrative processes, and ensuring efficient project workflows. Responsibilities: - Manage and organize ServiceTitan project information and workflows - Maintain TEAMS folder structure and project documentation following Stage Gate processes - Ensure all project documents are accurate, complete, and properly stored - Assist with project closeout documentation, including warranties and manuals - Support sales handoff and internal project coordination - Order inspections and pull permits for residential and commercial projects - Assist Project Managers and Purchasing with invoices, purchase orders, reconciliations, and billing - Process change orders and assist with project tracking - Prepare and print drawings and project materials for field teams - Create and maintain project books, including safety information and approved submittals - Record and track warranty work and call-backs - Review and correct employee payroll information in ServiceTitan - Create daily work orders and support scheduling coordination - Assist HR and Admin teams with prequalification forms, safety documentation, and jobsite requirements - Support General Managers, Project Managers, Field Supervisors, Sales, and Engineering teams with delegated tasks - Identify opportunities to improve efficiency and proactively support team needs Required Qualifications: - Strong organizational and multitasking skills - Excellent attention to detail and accuracy - Strong communication and problem-solving abilities - Proficiency in Microsoft Office and digital document management - Ability to work effectively in a fast-paced environment - Positive attitude and team-oriented mindset - Ability to take initiative and adapt to changing priorities Preferred Qualifications: - Experience in administrative coordination, construction administration, or project support - Experience with ServiceTitan Required Skills: ServiceTitan, Microsoft Office, Digital Document Management, Construction Administration, Project Coordination, Invoice and Purchase Order Processing, Permit Ordering and Inspection Coordination Benefits: Medical, Dental, Vision Insurance, 401(k) with Company Match, Paid Time Off & Holidays, Health Savings Account (HSA), Ongoing Training & Development, Referral Program, Promote-from-within culture, Open Door Leadership