Project Coordinator

Job Details

Job Location:

Fall River, MA - Fall River, MA 02720
Position Type:
Full Time
Education Level: High School
Salary Range: $25.00 - $35.00 Hourly

Travel Percentage :
Negligible

Job Shift: Day
Job Category:
Air Masters

• Support commercial HVAC installation from kickoff through closeout
• Assist the HVAC Install Manager with project setup, coordination, and administrative support
• Create, maintain, and organize project documentation, schedules, and records within project management and accounting systems
• Coordinate communication between project managers, service teams, field supervisors, technicians, subcontractors, vendors, customers, and accounting
• Track project schedules, milestones, and deliverables, proactively identifying and escalating conflicts, delays, or risks
• Assist with material ordering, tracking, and delivery coordination to ensure site readiness
• Maintain accurate records for submittals, RFIs, change orders, purchase orders, and approvals
• Log and track approved scope changes and pricing requests as directed by project leadership
• Prepare meeting agendas, capture meeting minutes, and follow up on action items
• Coordinate permit applications for HVAC in accordance with project scope and local requirements
• Prepare and submit permit documentation including drawings, specifications, insurance certificates, and contractor credentials
• Track permit status, approvals, inspections, fees, and expiration dates
• Coordinate required inspections with inspectors, field supervisors, and customers
• Maintain organized, audit‑ready permit and inspection records
• Register equipment warranties, including Mitsubishi and JB warranties, to ensure client protection and manufacturer compliance
• Support scheduling and coordination of service‑related activity associated with projects, controls work, and installed systems
• Assist with warranty‑related service activity
• Coordinate service schedules with customers, technicians, service coordinators, and project teams to avoid work conflicts
• Track completion of service and PM activities to ensure contractual obligations are met and documented
• Enter, review, and validate installer and technician timesheets for payroll processing, ensuring time is coded accurately to the correct job, phase, cost code, and pay type
• Verify time entries for completeness, accuracy, and compliance with company policies, and payroll deadlines
• Follow up with installers, technicians, and supervisors to resolve missing, incorrect, or late time entries
• Coordinate with payroll teams to support timely and accurate payroll processing
• Maintain organized, audit‑ready labor and timekeeping records
• Support project invoicing, including monthly progress billing and percent‑complete billing
• Prepare and assemble billing documentation in AIA formats (G702/G703 or equivalent)
• Track contract values, approved change orders, retainage, and prior billings to ensure accurate applications for payment
• Coordinate with project managers and accounting to confirm billed progress aligns with field completion
• Assist with service‑related invoicing tied to preventive maintenance, warranty work, or project‑associated service activity
• Respond to customer billing documentation requests and support timely invoice submission
• Assist with basic project cost tracking, labor reporting, and production data entry
• Support project and service closeout activities including as‑builts, O&M manuals, warranties, testing documentation, and customer handoff packages
• Maintain organized, audit‑ready project, service, billing, permit, and payroll documentation
• Adhere to all company safety, quality, and compliance standards

• 2+ years of experience in project coordination, service coordination, or project administration within HVAC, mechanical, controls, or electrical contracting
• Familiarity with commercial HVAC installation, permitting processes, preventive maintenance, and progress billing
• Experience with AIA‑style billing and percentage‑of‑completion invoicing preferred
• Experience with ERP, service, or project management systems (Service Titan preferred)
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Teams
• Strong organizational skills,…