Summit Commercial Facilities Group
  • Minneapolis, MN, USA
  • $18-$24/hr
  • Hourly
  • Full Time

Health/Medical/HSA, 401k w/company match, Vacation

Looking for somewhere to fit into a fun and empowering team?  How about somewhere to grow your career?  What if you could have both?


Summit Commercial Facilities Group is a thirteen-year strong organization that specializes in HVAC and commercial equipment (think air conditioners, water heaters and specialized cooking and refrigeration equipment) repair, refurbish and design/build/install packages.  This year we completed all of the HVAC work in the new Portillo's in Woodbury and gave each of Valleyfair's food service facilities a tune-up before opening day.  Our customers are restaurants, schools, office buildings, apartment buildings, hotels, churches, retail stores, daycares, hospitals, even defense contractors and amusement parks.


In the last several months we've tripled our footprint in a new (to us) building where we can offer new products and services to our customers.  One of these is on-site food truck equipment service and mobile kitchen design/build/install packages.  As a team we've been able to dream up some pretty big goals and we're well on the way to making them happen.

[This is where you come in.]


We're currently seeking an experienced Project Coordinator, preferably one with on-the-job experience coordinating larger construction projects.  At Summit we believe in empowering our employees and giving them room to grow.  We have a solid management team that knows the ins and outs of our processes and our ERP system, and we're looking for someone hungry for new knowledge and opportunities.  Come grow with us!


Here are the things you can expect to do:

Manage and own the paperwork side of our service and construction projects from overnight equipment installs to multiple-month buildouts and remodels.

Work in our ERP system to set up jobs, accumulate all costs, create progress and/or final billings, and close out cost work orders to determine project net profit by job.

Work closely with our experienced project managers to ensure that proposals are complete, contracts are signed, change orders are documented, permits are pulled, subcontractors and equipment are scheduled, and all billing documents are submitted on time to ensure timely payments for revenue earned.

Maintain a master proposal database and convert bids won to our live project master list.

Lead a weekly project meeting to talk through open bids and schedule, plan and track live jobs.


And here is what we're looking for in a candidate:

2 4 years' experience working for a construction or mechanical trades related business.

A basic understanding of project management and a familiarity with AIA forms and requirements.

An ability to align time-sensitive details with the overall project process to keep the paperwork side of the project on track.

A commitment to continuous improvement and growth.

A problem solver with the ability to independently manage their functions and the willingness to help their teammates.

Someone who likes people and wants to be part of a fun and growing team.

Someone who thrives in a dynamic and fast-paced environment.


If this sounds perfect for you please read on to find the full job description below!


Project Coordinator/Administrative Assistant


We are looking to add a full-time Project Coordinator / Administrative Assistant to our staff.  You will be responsible for project administration, supporting project management personnel who engage clients.  The position includes project coordination, scheduling, accounting, and general administration assisting accounting personnel with invoicing, accounts payable, accounts receivable, and other duties as requested by the CEO, Controller, and the Accounting Manager.



The Project Coordinator/Administrative Assistant will take direction from the Project Managers, CEO, Controller, and Accounting Manager.   Functionally, this position will report to the Accounting Manager. 



The Project Coordinator supports Sales and Management personnel who engage clients and oversee project work and provides all Project (job) related management duties.  The Project Coordinator will complete project invoicing, accounts payable and collections, and will assist accounting personnel with non-project invoicing, accounts payable and collections.  Additionally, the Project Coordinator will perform support duties as requested by the CEO, Controller, and the Accounting Manager.


Responsibilities and Duties:

  • Construction and Project Administration
    • Project Opportunity Management:
      • Manage Master Quote/bid/proposal database, quote pipeline, integrate all sub-contractor, supplier, vendor, labor estimates into jobs.
      • Coordinate customer site visits and be available as welcoming agent, only as needed.
      • Assist preparation of quotes/proposals/bids and follow-up with customers on proposal submittals.
      • Manage terms and conditions for scope of work (collaborate with Project Mgrs, Leads).
    • Project Administration:
      • Manage all aspects of projects, including proposals/bids/quotes, contracts, insurance certificates and other related documentation, work orders, change orders, job folders, prospect and customer setup, pulling permits, scheduling sub-contractors and technical staff, coordinating cranes and other equipment resources, progress billing, project close-out, collections, payment and retainage tracking, processing conditional and unconditional lien waivers and liens( if necessary), and maintaining drawings.
      • Occasionally meet with customers/clients to attend pre-construction, staging, and project management meetings as a Company representative, drop off proposals.
      • Lead weekly functional and project team meetings and provide all documentation for participants.
      • Track and report project WIP and % completion for revenue and expense mapping for financials against project plan to Management, Sales, and provide admin support for Salesman and tech commissions.
    • General
    • Back up Dispatcher
    • Back up Service Billing
    • as directed


Qualifications, Requirements and Position Characteristics:

  • 2 4 years' experience working for a construction or mechanical trades service related business.
  • Technical, trades-based service industry experience (5 years minimum: construction, commercial kitchen equipment, commercial facility mechanical equipment specific technical experience/exposure to construction, HVAC, plumbing, electrical, commercial kitchen appliance, refrigeration, sheet-metal trades).
  • Basic understanding of project management and AIA documentation.
  • Ability to read and interpret documents such as contracts, safety rules, equipment operating and maintenance instructions, technical diagrams, and procedure manuals.
  • Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
  • Ability to calculate figures and amounts such as use tax, discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
  • Driver's license and reliable vehicle.
  • Proficiently administer clerical duties such as filing, typing, and document organization.
  • Must be computer literate:
    • Knowledge of Microsoft Office (Word, Powerpoint, Excel, Outlook) and its related software.
    • Must be comfortable using computer in office setting majority of day.
    • "Nice-to-have" knowledge of Microsoft Visio, Project, Access, OneNote, Publisher.
    • ERP experience essential.
  • A/R and A/P experience.
  • 2-year / 4-year business admin or technical degree preferred. College students will be considered.
  • Good communication skills
    • Ability to write routine reports and correspondence, with strong proof-reading and grammar skills.
    • Ability to speak effectively before groups of customers or employees of organization.
    • Ability to organize information into a complete timeline for project progress tracking.
  • Ability and willingness to look for and implement process improvements.
  • Must be self-motivated, organized, have strong attention to detail and multi-tasking skills, and be able to foresee and manage deadlines for multiple projects at a time.
  • Ability to be a part of the overall team, contributing to the company mission.
  • Must be a quick learner, with the ability to take direction and/or correction in a professional manner.
    • Willingness to bring/seek solutions, ask clarifying questions as needed.
    • Willingness to take training notes for future reference, and draft procedures as needed.



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