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Special Projects Administrator
Vital Mechanical Service
Full-time
On-site
Renton, WA, United States
Who we are:
Vital Mechanical Service believes in delivering an exceptional experience every time, every way. Our reputation is earned providing high customer satisfaction, delivering great value, extraordinary communication, and a holistic business approach as we provide services of mechanical maintenance, repair, and special projects.
Our culture is deeply rooted in our core values: Integrity, Teamacity, Doing the Right Thing, and maintaining a Positive Outlook. These principles serve as an integral part of who we are and guide our actions and decisions. It promotes family, friends, and future best interest.
Position Overview:
The Special Projects Administrator at Vital Mechanical plays a key role in supporting the successful execution of dynamic and time-sensitive projects. This position coordinates administrative and accounting elements across multiple departments to ensure special projects are completed on time, within scope, and in compliance with company standards. Responsibilities include scheduling, document control, procurement tracking, subcontractor coordination, and supporting project managers with reporting and communication. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, collaborative environment.
Key Responsibilities include but are not limited to:
Project Setup & Documentation
Review of incoming contracts.
Initiate new project setup in ERP system (BuildOps), ensuring complete and accurate entry of scope, contract terms, budgets, and billing schedule.
Maintain organized project files (digital and physical), including contracts, submittals, SSSPs, permits, and change orders.
Maintain the Client Hub Turnover Tracker to ensure timely and complete turnover of all deliverables.
Collaborate with PMs and techs to close out incomplete or missing items.
Prepare and distribute project startup packages to field and PM teams.
Request and distribute project-specific Certificates of Insurance as required by customers or project terms.
Prepare and distribute project-specific SSSPs and documentation.
Perform systems closeout of project in ERP and Client Hub at project completion.
Change Order Management
Track, document, and process approved change order requests in coordination with PMs.
Monitor status of CO approvals and log against budget revisions.
Ensure updated documentation is included in project folders and shared with stakeholders.
Project Billing & Cost Support
Coordinate monthly project billing cycles: gather billing inputs, review backup, draft and submit invoices in alignment with contract terms.
Prepare and submit lien waivers as required per project billing schedule.
Collect and file vendor and subcontractor lien waivers to ensure compliance before issuing payments.
Support AR in the collection of outstanding project balances as needed.
Assist with project cost tracking, POs, and subcontractor invoices for coding accuracy.
Support monthly project reviews with PMs to validate cost status, billing progress, and any outstanding action items.
File and manage prevailing wage intents and affidavits as required.
Administrative Support
Remain the first point of contact for technicians requiring office support.
Manage printing, scanning, and documentation needs for project teams.
Process POs for tools, equipment, and safety gear required by the field.
Coordinate internal team meetings and events, including catering.
Other duties as assigned.
Knowledge, Skills, and Abilities:
2+ years supporting project work in a related industry
Strong organizational and documentation skills , with a keen eye for accuracy and follow-through
Ability to coordinate across departments and teams , ensuring smooth communication and timely completion of tasks
Familiarity with project billing, cost tracking, and contract terms ; accounting experience is a plus
Proficient in managing digital systems such as ERP platforms (e.g., BuildOps) , file management tools, and client portals
Comfortable in a fast-paced environment , able to manage shifting priorities while maintaining high-quality output
Physical Demands:
This position requires use of personal vehicle, a valid Washington State Driver's License, and vehicle insurance per state requirements.
Work Environment:
This role is office-based, with occasional opportunities for on-site job site visits. Occasional lifting or moving up to thirty-five (35) pounds is required.
Job Type: Full-time
Pay: $60,000.00 - $65,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
Monday to Friday
Morning shift
Experience:
supporting project work in a related industry: 2 years (Preferred)
Ability to Commute:
Renton, WA 98057 (Required)
Work Location: In person
Vital Mechanical Service believes in delivering an exceptional experience every time, every way. Our reputation is earned providing high customer satisfaction, delivering great value, extraordinary communication, and a holistic business approach as we provide services of mechanical maintenance, repair, and special projects.
Our culture is deeply rooted in our core values: Integrity, Teamacity, Doing the Right Thing, and maintaining a Positive Outlook. These principles serve as an integral part of who we are and guide our actions and decisions. It promotes family, friends, and future best interest.
Position Overview:
The Special Projects Administrator at Vital Mechanical plays a key role in supporting the successful execution of dynamic and time-sensitive projects. This position coordinates administrative and accounting elements across multiple departments to ensure special projects are completed on time, within scope, and in compliance with company standards. Responsibilities include scheduling, document control, procurement tracking, subcontractor coordination, and supporting project managers with reporting and communication. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced, collaborative environment.
Key Responsibilities include but are not limited to:
Project Setup & Documentation
Review of incoming contracts.
Initiate new project setup in ERP system (BuildOps), ensuring complete and accurate entry of scope, contract terms, budgets, and billing schedule.
Maintain organized project files (digital and physical), including contracts, submittals, SSSPs, permits, and change orders.
Maintain the Client Hub Turnover Tracker to ensure timely and complete turnover of all deliverables.
Collaborate with PMs and techs to close out incomplete or missing items.
Prepare and distribute project startup packages to field and PM teams.
Request and distribute project-specific Certificates of Insurance as required by customers or project terms.
Prepare and distribute project-specific SSSPs and documentation.
Perform systems closeout of project in ERP and Client Hub at project completion.
Change Order Management
Track, document, and process approved change order requests in coordination with PMs.
Monitor status of CO approvals and log against budget revisions.
Ensure updated documentation is included in project folders and shared with stakeholders.
Project Billing & Cost Support
Coordinate monthly project billing cycles: gather billing inputs, review backup, draft and submit invoices in alignment with contract terms.
Prepare and submit lien waivers as required per project billing schedule.
Collect and file vendor and subcontractor lien waivers to ensure compliance before issuing payments.
Support AR in the collection of outstanding project balances as needed.
Assist with project cost tracking, POs, and subcontractor invoices for coding accuracy.
Support monthly project reviews with PMs to validate cost status, billing progress, and any outstanding action items.
File and manage prevailing wage intents and affidavits as required.
Administrative Support
Remain the first point of contact for technicians requiring office support.
Manage printing, scanning, and documentation needs for project teams.
Process POs for tools, equipment, and safety gear required by the field.
Coordinate internal team meetings and events, including catering.
Other duties as assigned.
Knowledge, Skills, and Abilities:
2+ years supporting project work in a related industry
Strong organizational and documentation skills , with a keen eye for accuracy and follow-through
Ability to coordinate across departments and teams , ensuring smooth communication and timely completion of tasks
Familiarity with project billing, cost tracking, and contract terms ; accounting experience is a plus
Proficient in managing digital systems such as ERP platforms (e.g., BuildOps) , file management tools, and client portals
Comfortable in a fast-paced environment , able to manage shifting priorities while maintaining high-quality output
Physical Demands:
This position requires use of personal vehicle, a valid Washington State Driver's License, and vehicle insurance per state requirements.
Work Environment:
This role is office-based, with occasional opportunities for on-site job site visits. Occasional lifting or moving up to thirty-five (35) pounds is required.
Job Type: Full-time
Pay: $60,000.00 - $65,000.00 per year
Benefits:
Dental insurance
Health insurance
Paid time off
Retirement plan
Vision insurance
Schedule:
Monday to Friday
Morning shift
Experience:
supporting project work in a related industry: 2 years (Preferred)
Ability to Commute:
Renton, WA 98057 (Required)
Work Location: In person