Project Coordinator

Location: Mattapoisett

The Project Coordinator supports the successful execution of HVAC installation, controls, and electrical projects, while also coordinating related service activities, including preventive maintenance. This role provides administrative, scheduling, documentation, invoicing, and permitting support to the General Manager of Mechanical Services, helping ensure projects and service obligations are properly planned, compliant, billed, and closed out. The ideal candidate is highly organized, detail-oriented, and comfortable supporting both project-based work and recurring service activity in a commercial mechanical environment.

Responsibilities:

Support commercial HVAC installation, controls, and electrical projects from kickoff through closeout

Assist the General 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, controls, and electrical work 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 scheduling preventive maintenance visits, seasonal service work, and 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

Perform general administrative duties to support Install, Controls, and…