Project Coordinator

Job Description

Company Overview

Our client has been a trusted name in the mechanical HVAC construction industry for over 25 years. Known for its outstanding company culture and employee retention, the organization has cultivated long-standing relationships with repeat clients. As a reputable and growing mechanical contractor, they are expanding their team and seeking individuals who are eager to grow their careers.

About the Role

We are seeking a highly organized and detail-oriented HVAC Project Coordinator to support the successful execution of construction projects. This role requires effective communication, document management, and coordination with both internal and external stakeholders. The ideal candidate thrives in a fast-paced environment and takes initiative in driving project success.

Key Responsibilities

Project coordination: Support project and installation teams throughout all project phases, from kickoff to closeout.

Administrative support: Manage project documentation, including bookings, contracts, RFIs, submittals, change orders, and purchase orders.

Billing and financials: Prepare AIA billing, maintain WIP logs, and assist with project invoicing.

Document control: Organize and maintain both digital and physical project files to ensure accuracy and accessibility.

Scheduling and logistics: Coordinate material orders, deliveries, and field staff scheduling with project managers.

Compliance and reporting: Maintain subcontractor agreements, certificates of insurance, and tax-exempt documentation.

Communication: Act as a liaison among project managers, subcontractors, vendors, and clients to promote effective collaboration.

Closeout coordination: Assemble and submit project closeout documentation including warranties, reports, and O&M packages.

General office support: Provide occasional support for administrative tasks such as answering phones and contributing to process improvements.

Qualifications

Experience:

Minimum of 2+ years in administrative roles within the construction or HVAC industry.

Familiarity with Timberline Sage 300 CRE or other ERP systems preferred.

Skills:

Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams).

Strong time management, multitasking, and attention to detail.

Analytical thinking and a proactive approach to problem-solving.

Collaborative mindset with excellent communication skills.

Experience using Smartsheet is a plus.

Education:

High school diploma or GED required.

Compensation and Benefits

Salary: Competitive, commensurate with experience

Benefits include:

Comprehensive medical, dental, and vision coverage

401(k) retirement plan with company match

Paid holidays, vacation, and sick leave

Employer-paid dental plan

Flexible spending account (FSA)

Full-time