Commercial HVAC Projects Coordinator

Benefits

• 401(k) matching
• Bonus based on performance
• Company parties
• Competitive salary
• Dental insurance
• Employee discounts
• Health insurance
• Opportunity for advancement
• Paid time off

The Project Coordinator is responsible for supporting the successful execution of commercial projects by managing scheduling, communication, documentation, and financial tracking. This role serves as a central point of coordination between field technicians, project managers, contractors, and vendors to ensure projects are completed on time, within budget, and to company standards.

• Route and dispatch technicians to service calls and project sites based on skillset, location, and priority
• Coordinate daily schedules to ensure efficient workforce utilization

• Serve as the primary point of contact (POC) for contractors and external partners
• Conduct daily check-ins with field teams and project managers for status updates
• Participate in and help coordinate team meetings
• Respond to and manage RFIs (Requests for Information)

• Create and manage projects in Service Titan, including job costing and tracking
• Maintain organized job folders with all project documentation
• Prepare and manage spec sheets and submittals
• Coordinate inspection reports for commercial properties when required
• Ensure all required permits are obtained and maintained

• Prepare and organize price quotes; assist with negotiating pricing and terms
• Manage RFPs (Requests for Proposal) and maintain bid schedules
• Issue and track purchase orders for materials and services
• Monitor material orders to ensure timely delivery

• Review and approve daily project time logs for accuracy and efficiency
• Manage pay applications from contractors and suppliers
• Track retainage to ensure proper final payments
• Assist with project cost tracking and budget adherence

• Manage and document change orders, including communication and approvals
• Coordinate pipe marking and project labeling requirements as needed
• Oversee project closeouts, ensuring all documentation, inspections, and payments are completed

• 2+ years of experience in project coordination, dispatching, or construction administration
• Experience in plumbing, HVAC, or construction industry preferred
• Strong organizational and multitasking skills
• Excellent communication and problem-solving abilities
• Proficiency in Microsoft Office (Excel, Word, Outlook)
• Experience with Service Titan or similar project management software preferred
• Ability to work in a fast-paced environment and meet deadlines

• Time management and prioritization
• Attention to detail
• Negotiation and vendor coordination
• Financial and job cost tracking
• Team collaboration and communication

• Office-based role with frequent coordination with field teams
• May require occasional extended hours depending on project demands