Residential New Construction Admin - HVAC & Plumbing

Company Overview Priority Mechanical Services Ltd. provides HVAC and plumbing services for new home construction, replacement and renovation, and light commercial projects. The team values prompt, safe and friendly service for customers. Position Summary The Residential New Construction (RNC) Administrator keeps every new-build site organized, ordered and ready to schedule for the Plumbing and HVAC departments. This role is the hub between builders, estimators, purchasing, scheduling and service, turning site information and purchase orders into accurate files, cover sheets and material orders. Key Responsibilities Site setup and job files Enter new site locations into CSM and Spotter Sheets accurately and promptly. Create cover sheets for RNC sites for both the Plumbing and HVAC departments. Update and organize electronic job files and Spotter Sheets so they stay current and easy to find. Work with estimators to update files and cover sheets for custom homes and change requests as they arise. Maintain a standard file-naming and folder structure for every builder, subdivision and lot. Purchase orders and builder communication Receive builder purchase orders (POs), save them to the job file and update cover sheets as needed. Communicate with builders to confirm POs for changes and upgrades, and make the Scheduling department aware. Add and confirm estimate totals on scheduled jobs. Flag discrepancies between POs, estimates and scheduled work before the crew is dispatched. Track outstanding POs and follow up with builders on missing or unsigned change orders. Procurement and materials Create procurement lists that trigger purchasing for upcoming work. Confirm receipt of materials, especially upgrade items, ahead of scheduled work. Assist with specialty parts ordering and track down pricing from suppliers. Assist the Purchasing department with receiving and ordering as needed, including service parts orders. Monitor back-ordered or long-lead items and alert Scheduling to potential delays. Service and warranty support Assist the Service department with warranty processing. Track manufacturer warranty claims and credits through to completion. Systems and process improvement Explore under-used CSM tools to improve the estimating, ordering and scheduling process. Document repeatable processes (site setup, PO intake, procurement) as simple checklists for training and backup coverage. Prepare basic reports on open POs, pending materials and upcoming RNC workload when requested. General administration Complete data entry tasks as needed. Perform other duties as assigned. Qualifications Required High school diploma or equivalent. 2+ years of administrative, data entry or office coordination experience. Experience in residential construction, plumbing, HVAC or the trades adminstration. Strong working knowledge of Microsoft Excel and Outlook (or Google equivalents). Comfort learning field service or construction management software. Preferred Hands-on experience with Service Titan CSM or similar field service software. Familiarity with purchase orders, procurement and supplier pricing. Ability to read basic job documents such as plans, takeoffs or material lists. Post-secondary education in business administration, office administration or a related field. Skills and competencies Attention to detail: catches mismatches between POs, estimates, cover sheets and materials. Organization: manages many active sites and deadlines without losing track. Communication: clear, professional phone and email contact with builders, suppliers and internal teams. Follow-through: chases open items (POs, pricing, deliveries) until they are closed. Problem-solving: tracks down hard-to-find parts and pricing with initiative. Process mindset: spots repetitive work and suggests better ways to use CSM. Teamwork: supports Estimating, Purchasing, Scheduling and Service as priorities shift. Working conditions Office-based role, Monday to Friday, with extended comput…

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