Project Manager & Estimator Administrator

For more than 75 years, Air Equipment Company has been solving the toughest HVAC challenges with smart, reliable solutions. We partner with over 45 leading manufacturers to bring cutting-edge air systems to life—and we do it with a team that values agility, collaboration, and fresh thinking. From engineers to sales and support, every voice on our team plays a part in pushing the industry forward.

If you’re looking for your next move, we’re glad you found us. At AEC, you’ll join a company where local roots meet the strength of a national network—giving you the tools to grow, the space to innovate, and the chance to make a real impact from day one. We review every application carefully and appreciate your interest in growing your career with our team.

The PME Administrator is an entry-level role focused on keeping our Project Managers & Estimators organized, informed, and operating efficiently. This position manages the bid calendar, maintains Salesforce dashboards and reports, and supports several key controls product lines. The ideal candidate is highly organized, tech-savvy, proactive, and comfortable working in a fast-paced environment with frequent task switching.
Responsibilities
PME Support & Coordination
• Maintain the Controls bid calendar and track key deadlines.
• Route new opportunities to the correct PME and update Salesforce accordingly.
• Maintain Salesforce dashboards, reports, and activity tracking for the Controls team.

Product & Order Administration
• Serve as the internal lead for Onicon, Paragon, Air Monitor, Tamco, and select ABB/Phoenix tasks.
• Handle basic order entry, quote updates, shipping status, and documentation.
• Support management of owner-owned stock and related records.

Project & Documentation Support
• Assist with small drives/controls projects as assigned.
• Prepare IOMs, submittals, and quote revisions.
• Assist with project billing documentation
• Organize project files and ensure documentation is complete and up to date.

General
• Support PMEs with administrative and data-driven tasks as knowledge increases.
• Identify opportunities to streamline workflows and improve information accuracy

Measure of Success
1. Data & Calendar Accuracy:
a. Bid calendar, Salesforce dashboards, and opportunity routing maintained with 95%+ accuracy and updated daily.
2. Order Efficiency:
a. Onicon, Paragon, Air Monitor, Tamco, and ABB/Phoenix admin tasks (orders, quotes, submittals, updates) completed within 48 hours of request.

Education, Experience and Qualifications:
• Bachelor’s degree preferred (business, engineering, construction management) or equivalent experience.
• Strong computer skills (Excel, Word, Outlook; Salesforce a plus).
• High attention to detail with the ability to manage many small tasks simultaneously.
• Strong communication skills and a team-oriented mindset.
• Self-starter comfortable operating in a dynamic, busy environment.
• Willingness to learn technical concepts over time (VFDs, airflow, controls systems).

Physical Demands and Work Environment:
• Frequently required to stand, walk, and sit
• Continually required to utilize hand and finger dexterity and continually required to talk or hear
• Continually utilize visual acuity to read technical information, and/or use a keyboard
• Occasionally required to lift/push/carry items less than 25 pounds

Resources Provided
• On-boarding program with one-on-one support from PME Leads
• Professional development opportunities through seminars, conferences, web-based training, and onsite manufacturer visits as well as custom Individual development plans

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status.  Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.