Project Coordinator

Kalamazoo Mechanical, Inc.

Job Description:
Project Coordinator

Location: Kalamazoo, MI
Job Type: Full-Time
Reports To: Project Management Team

About Kalamazoo Mechanical, Inc.

Locally owned and operated since 1985, Kalamazoo Mechanical, Inc. (KMI) is a leader in all facets of commercial HVACR design, installation, and service. Having recently transitioned to second-generation ownership, we remain humbly committed to learning, innovation, and continual improvement. Our high-performing team installs systems in prominent schools, manufacturing and medical facilities, office complexes, and churches.

We offer an outstanding, affordable standard of living in the Greater Kalamazoo area—home to the Kalamazoo Promise (providing free college tuition to local graduates), Western Michigan University, vibrant arts and music scenes, and close proximity to the beautiful fresh-water beaches of Lake Michigan.

Position Summary

KMI is seeking a highly detailed, accurate, and proactive Project Coordinator to leverage their commercial HVAC knowledge into a high-impact, meaningful role on our high-performing team.

This position bridges the critical gap between estimating, office project operations, and field execution. The successful candidate will safely shepherd commercial projects from project award to final closeout—tracking contracts, processing submittals, ordering equipment, managing logistics, and ensuring that our foremen and field teams possess exactly what they need to succeed.

Key Responsibilities & Essential Duties

Project Initiation & Compliance

• Project Onboarding: Accurately set up and enter new projects into Sage ERP accounting, update Procore & Ecomm project management tracking, and generate comprehensive Project Information Forms.
• Contracts & Document Management: Track, secure, and log signed execution contracts from clients. Assemble robust project folders and binders for internal file systems.
• Bonds & Insurance: Proactively request and file performance/payment bonds, bid bonds, and Certificates of Insurance (COI) matching specific client compliance rules.
• Permits & Inspections: Accurately prepare mechanical permit applications and dynamically coordinate required inspection schedules with local municipalities and KMI Team.
• Logistics & Resource Tracking: Establish project Geofences in Paycor.

Financial Control, Purchasing & Documentation

• Budgeting & Job Costing: Input verified project baseline budgets and SOV’s directly into Sage Construction Management. Distribute weekly job-cost updates directly to team leads to preserve fiscal alignment.
• Change Orders (COs): Log pending project change orders into tracking software, manage approval updates from client engineers, and instantly execute vendor PO adjustments following CO approval.
• Purchase Orders (POs): Draft original vendor and equipment Purchase Orders. Coordinate adjustments, track shipments, and systematically follow up to ensure executed, signed PO acknowledgments are returned.

Field Operations Support

• Technical Submittals & O&M Manuals: Coordinate the end-to-end engineering submittal process between vendors and design architects in collaboration with Project Managers. Compile and deliver final Operation & Maintenance (O&M) manuals for project closeout.
• Field Logistics: Assemble comprehensive field foreman binders containing clean construction blueprints, approved submittals, and material sheets. Track incoming deliveries and orchestrate large-format blueprint printing.
• Project Communication: Attend internal project management meetings and record precise meeting minutes and screen incoming construction telephone calls. Prepare PO and Job Status reports for routine project reviews.

Experience and Competencies

• Industry Experience: Minimum of 5 years of…