Project Coordinator - Construction Division

For over 25 years, Environmental Comfort has designed and delivered Engineered HVAC Solutions, LEED & USGBC Projects, Laboratory Environments, Data Center Cooling Solutions, Commercial HVAC, Institutional HVAC, Natatorium HVAC, Industrial Process & HVAC, and more.

Mid-Ohio Air Conditioning (MOAC) is a design-build commercial and industrial HVAC contractor serving central Ohio. Our Construction Division self-performs mechanical projects ranging from $25,000 to $5 million for owners, general contractors, and institutional clients.

The Project Coordinator is the administrative backbone of the Construction Division. This role owns project setup, document control, purchase order processing, subcontractor compliance, and monthly progress billings for every active project. When this position runs well, Project Managers and Assistant Project Managers stay focused on building work and serving customers instead of chasing paperwork.

This is a role for a tenacious, persistent doer. Much of the work is following up — on a missing certificate of insurance, an unreturned submittal, an unapproved pay application, an invoice that does not match the purchase order. We need someone who closes those loops without being asked twice, and who takes visible pride in a set of project files that are complete, current, and findable by anyone.

Operational decisions — what to buy, how to schedule, how to price a change order — belong to the Assistant Project Manager and Project Manager. This role owns the execution and documentation of those decisions.

• Set up new construction jobs in Oracle Net Suite, including contract values, budgets, cost codes, schedule of values, billing terms, and project records.
• Establish and maintain complete electronic project files - contracts, purchase orders, submittals, RFIs, change orders, correspondence, permits, and closeout documentation.
• Assemble, format, transmit, and log submittals, shop drawings, and O&M manuals after technical review by the APM or PM; follow up until responses are returned.
• Issue and log RFIs prepared by project management; track response due dates and elevate overdue items.
• Support permit application paperwork and inspection scheduling as directed.

• Request and compile vendor quotes for review; organize pricing comparisons for project management decision-making.
• Maintain vendor records, pricing files, and contact information.

• Prepare monthly progress billings for all Construction Division projects, including AIA-style G702/G703 applications for payment, schedule of values updates, and stored materials documentation.
• Obtain verified percent-complete and change order status from the Assistant Project Manager or Project Manager before preparing each billing.
• Assemble required billing backup - conditional and unconditional lien waivers, certified payroll, subcontractor pay applications, insurance certificates, and owner-specific forms.
• Submit billings through owner and general contractor portals (Textura, GC Pay, Procore, and similar) and confirm receipt and approval status.
• Track approved change orders through to billing so that no approved scope goes uninvoiced.
• Monitor accounts receivable aging by project; follow up on outstanding payments, unapproved pay applications, and retainage releases.
• Support job cost accuracy through cost coding corrections, committed cost tracking, and month-end close assistance for the Construction Division.
• Process subcontractor pay applications for review and approval, and coordinate payment release with Accounting.

• Collect, verify, and maintain subcontractor compliance documentation: executed subcontracts, certificates of insurance, W-9s, licenses, and bonds.
• Confirm insurance certificates meet MOAC and project requirements and track renewal dates before expiration.
• Maintain lien waiver files by project and pay period for both MOAC and its subcontractors.
• Assemble certified payroll and prevailing wage documentation on applicable public projects.