Project Coordinator - HVAC

Role Summary

The Project Coordinator provides administrative, documentation, and coordination support to Garrhs’ residential and commercial project teams. This role is essential to keeping projects organized, compliant, and moving efficiently from sale through completion.

The Project Coordinator works closely with estimators, service managers, project leads, vendors, and customers to ensure accurate documentation, timely communication, and smooth execution of HVAC projects.

This position is ideal for someone who is highly organized, detail-oriented, calm under pressure, and enjoys supporting field teams and customers behind the scenes.

Project Coordination, Documentation & Compliance

• Provide day-to-day administrative support for residential and commercial HVAC projects
• Set up, maintain, and organize project files in accordance with Garrhs standards
• Maintain accurate records across Garrhs systems, including field management software, payroll, shared drives, and accounting
• Track and manage all project documentation and compliance items, including contracts, change orders, permits, insurance certificates, lien waivers, and warranties
• Collect, organize, and file documentation from vendors, subcontractors, and internal teams
• Support project close-out by ensuring all required documentation is complete and delivered
• Track job costing information, including payroll, to support progress billing and job profitability analysis
• Assist with invoice processing and documentation required for customer billing
• Track and support documentation related to change orders

Communication & General Support

• Serve as a primary coordination point between project managers, technicians, vendors, and customers, providing timely and professional communication
• Support customer satisfaction by responding promptly and courteously to inquiries
• Manage worker compensation claim filings and OSHA related documentation
• Manage fleet maintenance and vendor authority matrix
• Provide general administrative and office support as needed during peak periods
• Handle sensitive and confidential information with discretion and professionalism

Knowledge, Skills, and Abilities

• Strong organizational and time-management skills
• High attention to detail and accuracy
• Clear written and verbal communication skills
• Ability to prioritize multiple tasks in a fast-paced environment
• Comfort working with field teams, customers, and vendors
• Proficiency with Microsoft Office (Outlook, Word, Excel) required. Proficiency with Quickbooks and Construction Field Management Software is a plus
• Ability to work both collaboratively and independently
• Professional, service-oriented demeanor

Education & Experience

• 2+ years of administrative, coordination, or office support experience (required)
• Construction, HVAC, or trades-related experience (preferred)
• Experience supporting project managers or operations teams (preferred)
• Accounting or job-costing experience (preferred)

Working Conditions

• Primarily office-based
• Ability to work at a computer for extended periods
• Work hours:
  
  Monday - Friday, 7:30am - 4:30pm
• Base compensation for the Project Coordinator role in Durango is between $26 and $31/hour, depending on experience, and may be more than this range for candidates with exceptional experience and a demonstrated history of successful performance.
• Opportunity to participate in employee ownership through an ESOP
• Paid time off
• 401(k) with company match
• Career growth opportunities as Garrhs and the broader American Dream Home Services platform