Project Coordinator

Bassett Mechanical is a 3rd generation family-owned company that provides custom-built industrial refrigeration, HVAC, plumbing, metal fabricating and preventative maintenance service solutions to customers throughout the United States and the world. It is not only a great place to grow and thrive in your career. It is a place to truly belong. As a member of the Bassett Mechanical Family, you'll enjoy a competitive compensation and benefits package and many professional growth opportunities. From the moment you're hired, to the day you retire, you're a part of our Bassett Mechanical Family. 

The Project Coordinator / Service Assistant will play a pivotal role in supporting Bassett’s Refrigeration Service business. In particular, the Project Coordinator / Service Assistant will provide administrative and coordination support for the company’s Refrigeration Project Solutions Representative (PSR) and for the company’s Refrigeration Service Manager. This role will also interface with the Kaukauna Corporate Office Refrigeration team, with field technicians, with suppliers, and with external customers.

Key Responsibilities:

Project Coordinator Duties:

• Administrative Support: Assist the PSR with daily administrative tasks to maintain organization and project flow.
• Proposal Preparation: Help prepare proposals for refrigeration projects, ensuring that the details are accurate and well-organized.
• Project Coordination: Manage project schedules, ensure proper setup in the software, and coordinate with suppliers and field technicians.
• Billing Accuracy: Ensure customer purchase orders match the terms of the project and assist in verifying billing accuracy.
• Compliance and Permits: Assist in obtaining permits, registrations, and subcontracts.
• Vendor Relations: Maintain relationships with suppliers to ensure timely pricing, delivery, and technical information.
• Project Monitoring: Oversee project timelines, track progress, and facilitate change orders as necessary.
• WIP Reports: Review and monitor monthly project performance to ensure work is on track.
• Job Close-out: Support the closing of projects and ensure all documentation is accurate and complete.

Service Assistant Duties:

• Administrative Support for Service Manager: Focus on maintenance agreements, both new and renewals, keeping records organized and up to date.
• Customer Interaction: Participate in customer meetings, take notes, and track follow-ups.
• Agreement Renewal: Support internal meetings to update maintenance renewal information and monitor deadlines.
• Subcontractor Oversight: Assist with tasking, monitor subcontractor work, and ensure quality of service.
• Performance Monitoring: Review and maintain performance reports for maintenance agreements and track identified issues.
• Safety & Compliance: Maintain records for safety and regulatory compliance (e.g., safety relief valves, NH3 sensors).
• Customer Service: Handle customer inquiries, ensure follow-up on warranty issues, and assist with resolution through internal processes.

Skills, Knowledge, and Abilities:

• Education & Experience: Associate or bachelor's degree preferred, or 3 years of relevant experience in project coordination or operations.
• Industry Knowledge: Understanding of basic construction or service industries is a plus, along with excellent organizational skills.
• Problem Solving: Ability to identify issues and resolve them effectively and efficiently.
• Software Proficiency: High proficiency in Microsoft Office 365 (Word, Excel, PowerPoint, etc.), with experience in Vista Viewpoint a plus.
• Communication: Strong verbal and written communication skills.
• Customer Service: Ability to handle both internal and external customer needs professionally.

Additional Considerations:

• Job Site Visits: The role may require occasional travel to job sites, so flexibility and the ability to work in different environments are important.

Direct Reports:

• None