Project Coordinator

Our client has been in operation for 25 years and specialize in the Mechanical HVAC construction industry. With an excellent company culture, they have been able to have amazing employee tenure allowing them to continue to build their team to support their repeat clientele. As a reputable Mechanical Contractor within the area they are continuing to grow and looking for individuals looking to grow with them career wise. 

About the Role

They are seeking an experienced HVAC Project Coordinator to join our team and support the successful execution of construction projects. This role requires a highly organized individual who can effectively manage project documentation, coordinate with internal teams and subcontractors, and facilitate communication throughout all phases of construction. The ideal candidate is detail-oriented, proactive, and thrives in a fast-paced environment.

Key Responsibilities

• Project Coordination: Assist project and installation teams in managing all aspects of HVAC construction projects from inception to closeout.
• Administrative Support: Prepare and process project bookings, contracts, RFIs, submittals, change orders, and purchase orders.
• Billing & Financial Documentation: Manage AIA billing, track WIP logs, and coordinate invoicing.
• Document Control: Organize and maintain digital and physical project file structures, ensuring all documents are up to date.
• Scheduling & Logistics: Work with project managers to schedule field staff, order and track materials, and coordinate deliveries to worksites.
• Compliance & Reporting: Obtain and maintain tax-exempt certificates, subcontractor agreements, and certificates of insurance.
• Communication & Support: Serve as a liaison between project managers, subcontractors, vendors, and clients to ensure seamless project execution.
• Project Closeout: Compile and submit closeout packages, warranty documentation, and final reports.
• General Office Support: Assist with answering company phone lines when necessary and contribute to process improvements.

Qualifications

• Experience:

  • Minimum 2 years of administrative experience in the construction or HVAC industry.
  • Experience with Timberline Sage 300 CRE or other construction ERP systems is preferred.

• Skills:

  • Strong proficiency in Microsoft Office Suite (Outlook, Word, Excel, Teams).
  • Excellent time management and multitasking abilities to prioritize tasks and meet deadlines.
  • Strong analytical thinking and attention to detail.
  • Ability to work independently and as part of a collaborative team.
  • Customer-centric approach with strong communication skills.
  • Experience with Smartsheet is a plus.

• Education:

  • High school diploma or GED equivalent required.

Compensation & Benefits

• Salary: Competitive, based on experience.
• Benefits Include:
  • Comprehensive health care (medical, dental, and vision).
  • 401(k) matching program.
  • Paid time off, sick leave, and holidays.
  • Employer-paid dental plan.
  • Flexible spending account (FSA).
  • On-the-job training and mentorship.
  • Employee referral program.
  • Company-sponsored events throughout the year.