Project Coordinator

Project Coordinator – HVAC Turnkey & Contracting Position Summary

Join the world's largest HVAC company, named by Forbes as one of America's Best-In-State Employers 2025!

The Project Coordinator supports the successful delivery of HVAC turnkey and contracting projects by coordinating project, scheduling, procurement, financial administration, documentation control, compliance activities, and project closeout. This role works closely with Project Managers, field operations, subcontractors, vendors, customers, and internal departments to ensure projects are executed efficiently, accurately, and in accordance with company standards. The Project Coordinator serves as a central communication hub across all project stakeholders, ensuring project information is organized, schedules are maintained, financial processes are completed, and project documentation is properly managed throughout the project lifecycle.

Location:

Punta Gordo, FL. This is an in office role.

• Bachelor’s degree: additional work experience may be considered in lieu of bachelor’s degree.
• 3+ years of related work experience ideally in Mechanical, Electrical, Plumbing service field or comparable industry.
• Proficiency in the MS Office Suite (Outlook, PowerPoint, Excel, etc.).
• Strong organization, problem-solving, and customer service skills.
• Demonstrated ability to take initiative and solve complex problems.
• Exceptional communication and interpersonal skills.

• Create and establish new project records.
• Upload, organize, and maintain project documentation in company systems.
• Issue subcontractor agreements and purchase orders.
• Coordinate permit applications, Notices of Commencement (NOC), and project startup requirements.
• Support project execution planning and readiness activities.

• Coordinate communication between Project Managers, customers, subcontractors, vendors, service teams, and internal departments.
• Schedule progress meetings, inspections, and project milestones.
• Attend and document weekly project progress meetings.
• Communicate punch list requirements and track completion activities.
• Provide regular project status updates and ensure timely follow-up on action items.
• Facilitate collaboration among stakeholders to proactively resolve project issues and support successful project delivery.

• Coordinate mechanical inspections and project-related scheduling activities.
• Track project milestones and critical deadlines.
• Assist in staging projects for field execution and resource readiness.
• Monitor project activities to ensure alignment with schedules and customer expectations.

• Coordinate procurement of HVAC equipment and project materials.
• Monitor equipment and material delivery status and communicate updates to project teams.
• Track supplier commitments and support project logistics planning.
• Ensure orders are processed accurately and delivered according to project requirements.

• Process vendor invoices and maintain accurate project cost records.
• Enter and update project expenses and service vouchers within systems.
• Administer customer and vendor change orders.
• Prepare progress billings, advanced billings, and AIA billing documentation.
• Verify vendor payments and collect lien waivers from subcontractors and suppliers.
• Prepare and distribute customer invoices and supporting documentation.
• Manage billing and forecasting activities.
• Support accounts payable and accounts receivable processes.
• Monitor project revenue, forecasting, and financial performance.

• Maintain complete and accurate project records throughout the project lifecycle.
• Upload serial numbers, startup documents, commissioning records, warranties, and closeout documentation.
• Prepare audit packages and compliance documentation.
• Register equipment and maintain warranty records.
• Create and manage warranty start and end dates within systems.
• Maintain vendor records, Certificates of Insurance (COIs), and new vendor setup documentation.
• Ensure compliance with company policies, customer requirements, and…