Project Coordinator

The Project Coordinator plays a vital role in ensuring the successful planning, execution, and close-out of Plumbing and HVAC installation projects. Working closely with Project Managers and the Operations team, this role is responsible for managing logistics, materials, documentation, and customer communication throughout each phase of a project. This is a hands-on, detail-oriented role that requires strong organizational skills and proficiency with ServiceTitan.

Job Functions

• Respond promptly to incoming phone calls, chats, and emails, ensuring customer needs are prioritized through timely and effective communication
• Coordinate all project phases from initiation to completion
• Manage the accounts receivable monitoring and processing
• Manage the accounts payable process.
• Create and manage project folders and digital records, ensuring all required documents (e.g., checklists, permits, HOA approvals, estimates) are completed and filed
• Set up projects in ServiceTitan: create project names, assign business units, initiate requisitions, and manage procurement sources
• Order equipment and materials, track delivery and inventory, and generate purchase orders (POs) and pick lists for warehouse pulls
• Generate deposit and final invoices; update invoice details and ensure accurate billing and descriptions
• Collect down payments from clients
• Coordinate and submit permit and HOA applications; schedule final inspections as needed
• Maintain ongoing communication with customers
• File warranties, close out projects, and send final invoices and documents to customers
• Support the Project Manager in managing high-level project oversight and take full ownership of projects when assigned directly
• Assist with customer inquiries, define project scope, and schedule estimators or technicians accordingly
• Assist with inventory control and warehouse processes.
• Ensure all documentation is prepared and filed for internal project reviews and approvals
• Oversee department vehicle management, including registration, safety checks, and insurance compliance, as well as assigning and tracking vehicle and tool usage and returns.
• Any additional duties/responsibilities deemed necessary.

Job Qualifications

• High school Diploma or equivalent required
• Excellent customer service and communication skills, both verbal and written
• Strong interpersonal skills with the ability to work effectively with a wide range of personality types
• Demonstrates initiative, a proactive mindset, and a strong sense of personal responsibility
• Quick learner who can adapt in a fast-paced environment
• Highly organized with strong time management skills; able to manage multiple tasks and competing priorities
• Exceptional attention to detail and commitment to meeting deadlines
• Skilled in resolving customer issues and disputes with professionalism and efficiency
• Understands the importance of maximizing workforce productivity and efficiency
• Maintains discretion and professionalism
• Proficient with ServiceTitan or similar project management/CRM software
• Familiarity with permitting processes, procurement, and warehouse coordination
• Industry experience in Plumbing and/or HVAC preferred
• Comfortable working independently and collaboratively within a team
• Proficient in Microsoft Office Suite, including Word, Excel, and Outlook