HVAC Mechanical Project Coordinator

Job Description

Job Description

Summary:

We’re seeking a resourceful and detail-oriented administrative professional to support our project teams by ensuring seamless information flow throughout the full lifecycle of construction projects. The ideal candidate is self-driven, dependable, and thrives in a collaborative environment while managing tasks independently.

Qualifications & Skills

• 2+ years of experience in administrative or project support roles
• Familiarity with HVAC or commercial construction industries preferred
• Experience with Timberline Sage 300 CRE or similar ERP systems is a plus
• Strong organizational skills with the ability to multitask and prioritize effectively
• Analytical mindset with keen attention to detail
• Exceptional communication abilities and commitment to customer service
• Skilled in Microsoft Office Suite (Outlook, Word, Excel, Teams)
• Project coordination or management experience beneficial
• High School diploma or GED required; fast learner preferred
• Experience using Smartsheet is advantageous
• Reliable, punctual, proactive, and adaptable to changing processes and priorities

Responsibilities

• Partner with project and installation teams to support all phases of construction projects
• Facilitate setup of project documentation and maintain file structures (digital and physical)
• Generate billing summaries and manage contract invoicing in coordination with project managers
• Assist with contract preparation and submission of required permits
• Coordinate field team schedules and share necessary project details
• Create and track Requests for Information (RFIs), submittals, and change orders
• Handle procurement tasks: sourcing equipment, tracking deliveries, and processing returns (RMAs)
• Maintain and distribute tax exemption certificates
• Produce labor and purchase order reports for project oversight
• Participate in internal and cross-departmental meetings as needed
• Acquire and manage insurance certificates for customers and subcontractors
• Prepare documentation and agreements for subcontractors
• Investigate and resolve discrepancies in vendor or subcontractor invoices
• Organize and manage supporting project documentation (e.g., POs, spec sheets, packing slips)
• Assemble and deliver closeout packages and warranties upon project completion

Absolutely! Here’s a refreshed version of the company benefits section, with enhanced wording and tone:

Employee Benefits Package

Our client is committed to supporting our team members with a well-rounded, competitive benefits package that promotes health, financial wellness, and work-life balance:

• Industry-Leading Compensation — Salary commensurate with experience and market standards
• Generous Time Off — Paid vacation, sick leave, and holidays to recharge and rest
• Health Coverage — Contributory healthcare plans tailored for your needs
• Dental Insurance — 100% employer-paid for a healthier smile
• Vision Plan — Coverage to help you see clearly and comfortably
• 401(k) Retirement Program — With company matching to boost your future savings
• Flexible Spending Account (FSA) — Pre-tax options for eligible healthcare expenses