HVAC Project Coordinator

Come join a team that has been in business for 38 years! 

We take great pride in our exceptional reputation as well as our loyal employees.

We offer a solid benefit package, competitive salaries and paid employee events 2-3 times annually.

We are transparent with our teams regarding the direction of the company and our goals as an organization.  

We invest in our people and training and are looking for those who can think outside the box and want to grow with our company.

If this sounds like you, keep on reading!

POSITION SUMMARY:  This position requires a skilled multi-tasker to work with our project team to facilitate the successful movement of information throughout the lifecycle of projects. Candidate should possess a strong work ethic, a team mindset and be able to work with minimal supervision.

Requirements and Qualifications:

• 3 years administrative experience required
• Knowledge of the HVAC or other commercial construction related industry industry is strongly preferred
• Timberline Sage 300 CRE experience or other construction ERP system is preferred  
• Excellent time management skills and prioritization of tasks to meet deadlines and work on multiple project tasks simultaneously
• Analytical thinking with strong attention to detail
• Excellent communication skills and  customer-centric approach
• Proficient with Microsoft Office: Outlook/Word/Excel/Teams
• Project management experience a plus

• High School diploma or GED equivalent and a quick learner
• Smartsheet experience a plus
• Must be punctual, dependable and be able to take initiative and be proactive

• Embrace change in processes as the company continues to grow

Duties and Responsibilities:

Work with the project and installation team to assist in all aspects of Construction Projects, assisting with document and information flow from inception to closeout.

• Complete project bookings as per established procedures
• Manage project file structures in hardcopy and digital formats
• Prepare billing (AIA) summaries for all project managers and perform contract invoicing along with updating on WIP log
• Prepare and submit contracts and construction permits when required
• Work with project management to ensure field staff are provided daily schedules and relevant information
• Prepare & track RFI’s, Submittals, and change orders.
• Purchasing/ordering/receiving equipment and coordinating delivery to project worksite or company warehouse with project managers
• Completing RMA’s for returns of defective materials
• Maintain tax exempt certificates from customer and prepare for vendors
• Run Purchase order and/or labor reports for Project Managers
• Attend departmental and intercompany meetings as requested
• Obtain certificates of insurance for customers and from subcontractors
• Prepare and process subcontractor agreement paperwork

• Review vendor/subcontractor invoice discrepancies when necessary

• Project filing- purchase orders, packing slips, spec sheets, and similar

• Compile and submit closeout packages and warranty statements for projects
• Assist with answering company phone lines when receptionist is unavailable
• Adhere to all established company standard operating procedures and recommend improvements when applicable
• Perform other duties as needed

Working Conditions:                                                                                                                         Position is primarily office based, but candidate should have the ability to climb ladders/stairs to view system components, maneuvering in mechanical rooms, and similar, should the need arise to visit a construction project location.

The above statements are intended to describe the general nature and level of the work being performed by people assigned this job. They are not an exhaustive list of all duties, responsibilities, knowledge, skills and abilities associated with the job.

We are a drug free company and require all employees to pass a drug test prior to beginning employment

This is a full time and in-office role, no remote options offered (as we are a highly collaborative environment that work as a team)

Company Benefits:

• Competitive Industry Salary based on experience 
• Paid Vacation Days
• Paid Sick Days
• Paid Holidays
• Health Care (contributory)
• Dental Plan (employer paid)
• Vision Insurance
• 401K Matching
• Pretax Flexible spending account (FSA)
  
• On the job training and mentorship
• Employee Referral Program
• Company Events