Project Coordinator

Job Title
:
Project Coordinator
Job Location
:
Elkridge MD
Operating Company
:
Hobbs & Associates
FLSA Status
:
Exempt
Salary Range
: 60-65k Annually

About: The Project Coordinator / Project Support Specialist provides administrative and coordination support across parts, service, sales, and project management functions. This role helps maintain documentation, track schedules and shipments, process orders, and communicate routine updates to ensure smooth project execution. The position reduces direct ownership of budgets, client relationships, and strategic decisions, while still offering hands‑on exposure to projects in an HVAC/MEP environment.

Must be detailed and customer service oriented along with having excellent organizational skills. Position requires a high level of oral and written correspondence with the Sales Team, Customers and Manufacturers to ensure timely completion of assigned projects while maintaining customer satisfaction. Must be able to work well with others in a fast-paced & high-volume environment.

Project Administration & Documentation

• Create, maintain, and close out project/job files; ensure documentation accuracy and completeness.
• Prepare and format project documentation (e.g., quotes, submittals, IOM requests, correspondence, change logs, etc.).
• Organize project-related data for order entry; support data integrity in ERP/CRM systems.

Scheduling & Tracking

• Track manufacturer lead times, ship dates, and deliveries; update internal trackers and stakeholders.
• Monitor milestone deadlines and provide reminders to internal teams to keep activities on schedule.
• Assist with status reports and routine project progress summaries.

Communication & Coordination

• Provide routine updates to internal teams, service, and sales; elevate issues per defined protocols.
• Respond to basic inquiries regarding documentation, submittals, and shipment status.
• Support coordination between Parts, Service (start-up, functional testing, commissioning), Accounting (invoicing), and Project Management.

Quotes & Order Support

• Assist in generating quotes for parts and aftermarket equipment following established templates and pricing guidelines.
• Enter orders, validate item details, and ensure timely confirmations; assist counter sales when needed.
• Support accounts receivable follow-up for parts/equipment per direction of Accounting.

Clerical & Operational Support

• Perform general clerical tasks (emailing, copying, scanning, filing, data entry).
• Track and report on factory/manufacturer lead times and order status; maintain shared dashboards.
• Keep management informed of progress and knows when to call for assistance to keep processes moving.

Required

• 1 year of experience in project coordination, operations support, customer service, or related administrative role.
• Familiarity with construction, mechanical/electrical/controls, HVAC, or building systems environment (or willingness to learn).
• Proficiency with MS Office (Excel, Outlook, Word); experience with ERP/CRM systems (e.g., SAP, Net Suite, Sage, Salesforce, or similar).
• Strong organizational skills with high attention to detail and documentation accuracy.
• Clear written and verbal communication; comfortable interacting with internal teams and vendors.
• Ability to juggle multiple tasks, manage time, and follow standardized processes.

Preferred

• Experience handling submittals, IOMs, or commissioning documentation.
• Prior exposure to order entry, quoting, or parts counter operations.
• Knowledge of construction schedules, milestones, and document control best practices.
• Familiarity with MEP stakeholders (owners, architects, consultants, contractors).

• Associate’s or Bachelor’s in Business or related field.

• Organization & Accuracy: Maintains orderly files and clean data; catches inconsistencies early.
• Process Discipline: Follows SOPs, templates, and escalation paths; adheres to deadlines.
• Communication: Delivers timely, clear, and professional updates; documents interactions.
• Collaboration: Works well with Parts, Service, Sales, Accounting, and PMs; supports team goals.
• Customer Orientation (Support Level): Provides courteous,…