Project Coordinator – Commercial HVAC Construction

Description

Wood Air Conditioning & Plumbing is seeking an organized, detail-oriented Project Coordinator to support the planning, coordination, and execution of commercial HVAC/R installation, service, and retrofit projects.

Based in our Round Rock, TX office, this position will provide day-to-day administrative and operational support for traveling HVAC/R construction teams working on projects across the country
. You will coordinate with project managers, field crews, customers, subcontractors, vendors, and suppliers to help keep projects on schedule, within budget, and properly documented.

This is an excellent opportunity for someone with experience in commercial construction, HVAC/R, mechanical contracting, project coordination, or construction administration who enjoys managing multiple moving parts and making sure the details are handled.

Our traveling HVAC/R teams rely on strong coordination and support from the office to keep projects moving. In this role, your organization and attention to detail will directly impact project timelines, cost control, field productivity, and customer satisfaction.

• Salary: $65,000–$80,000, depending on experience
• Weekly Pay
• Medical, dental, vision, and life insurance
• Short- and long-term disability coverage
• 401(k) with company match — contribute 6%, receive 4%
• Up to 20 days of PTO based on experience
• Paid holidays
• Long-term career opportunity with a growing company
• Opportunity to support large-scale commercial HVAC/R projects nationwide

• Coordinate and track the permitting process, including submitting applications, monitoring approvals, and helping ensure compliance with local requirements
• Create, manage, and maintain purchase orders, including end-of-month review and reconciliation
• Order and track materials, equipment, and supplies while coordinating delivery schedules with project timelines
• Communicate with vendors and suppliers regarding pricing, lead times, availability, and order status
• Assist with labor scheduling and crew coordination for active projects
• Maintain accurate project and job folder information and ensure required documentation is available to the appropriate teams
• Prepare, track, and update project documentation, including permits, work orders, submittals, change orders, and closeout documents
• Monitor project budgets and schedules and communicate potential delays, cost issues, or other risks to the Project Manager
• Monitor Costs in Excess (CIE) and help identify budget variances that could affect project profitability
• Coordinate with Project Managers and Project Accounting to support accurate and timely billing and invoicing
• Serve as a secondary point of contact for customers regarding project status, schedules, documentation, and changes
• Assist with proposals, estimates, change orders, and project closeout activities
• Prepare and maintain jobsite safety documentation and assist with ensuring compliance with safety requirements, permitting requirements, and manufacturer specifications
• Coordinate travel arrangements for field and project teams as needed
• Prepare and maintain per diem lists for traveling crew members
• Facilitate communication between traveling field teams, project managers, customers, vendors, and office personnel
• Provide general project and administrative support to Project Managers and the operations team as needed

• 4+ years of experience in project coordination, project administration, construction administration, or a related role
• Experience in commercial HVAC/R, mechanical contracting, construction, refrigeration, or a related industry is preferred
• Strong organizational and multitasking skills with the ability to manage multiple projects and deadlines
• Excellent written and verbal communication skills
• Strong attention to detail and follow-through
• Proficiency with Microsoft Office, particularly Excel and Outlook
• Experience working with project management, ERP, CRM, or construction management software
• Ability to communicate effectively with field personnel, customers, vendors, and internal teams
• Strong problem-solving skills and the ability to prioritize competing demands
• Ability to read and understand basic mechanical drawings, specifications, and submittals is a plus
• Valid driver's license if occasional project/site visits are required

• Associate's or…