Project Operations Coordinator

The Project Operations Coordinator supports daily construction, service, sales, and administrative activities for Hoffman Building Technologies. This position ensures accurate scheduling, workflow coordination, documentation management, account support, and customer communication while providing essential support to field technicians and management.

• Book new construction projects in accounting and project management systems.
• Prepare submittals, O&M manuals, as-built drawings, warranty letters, and close-out documentation.
• Issue subcontract agreements, coordinate with legal, and track insurance certificates.
• Process project change orders and maintain status updates.
• Transfer completed projects from construction to warranty status.

• Set up new customers, service agreements, and vendors in the accounting system.
• Serve as a primary contact for service scheduling and customer updates.
• Receive and schedule service calls, collect customer details, and log in Viewpoint.
• Provide Level 1 phone support for contracted service customers, including basic BAS troubleshooting, alarm acknowledgment, point checks, resets, and remote diagnostics.
• Maintain technician schedules for efficient routing and resource allocation.
• Support technicians with materials, truck stock coordination, and travel arrangements.
• Review and update records based on field service reports.

• Maintain communication with contracted customers and assist with routine account needs.
• Prepare service quotes for repairs, PM findings, upgrades, and small projects.
• Deliver quotes with clear documentation and follow up on approvals.
• Track open quote status and coordinate next steps with Service Sales and Operations.