Project Coordinator – BAS

Project Coordinator – BAS role at Cox Engineering

Locations:
Randolph, MA

$70,000.00/yr – $80,000.00/yr

Cox Engineering takes pride in being consistently recognized as one of the “Best Places to Work” by the Boston Business Journal, most recently #1 among Large Companies.

We are seeking a highly organized and detail‑oriented Project Coordinator to join our team at Cox Energy & Sustainability. This role is critical to the successful execution of our building automation system (BAS) projects, providing essential administrative, logistical, and communicative support to our Project Managers, engineers, and field specialists. The Project Coordinator ensures that projects remain on schedule, within budget, and meet all client specifications by managing documentation, scheduling, and procurement.

• Project Administration and Documentation – Maintain and organize all project‑related documentation, including contracts, specifications, drawings, submittals, RFIs, change orders, and closeout documents.
• Track and manage project submittal packages, ensuring timely submission to clients/engineers and distribution of approved documents to the internal team.
• Process and track change order requests, ensuring they are properly documented, approved, and integrated into the project scope and budget.
• Assist in the creation and maintenance of project schedules and work breakdown structures using project management software.
• Prepare and distribute meeting agendas, minutes, and status reports to all relevant stakeholders.
• Procurement and Logistics – Coordinate the procurement process for BAS controls hardware and software, including controllers, sensors, actuators, and workstations.
• Create and process purchase orders (POs) for materials and subcontractors.
• Track material delivery, resolving any shipping or inventory discrepancies to ensure materials are available when needed by the field team.
• Manage equipment returns, warranty claims, and repairs.
• Financial Support – Assist the Project Manager with project budgeting, cost tracking, and financial forecasting.
• Review and process subcontractor and vendor invoices for accuracy against contracts and completed work.
• Support the monthly billing/invoicing process (AIA documents, etc.) and assist with collections.
• Communication and Coordination – Serve as a central point of communication between Project Managers, field personnel, clients, subcontractors, and vendors.
• Schedule site visits, progress meetings, and commissioning activities.
• Ensure clear and timely communication regarding project status, potential roadblocks, and critical milestones.

• 2+ years of experience in a project coordination or administrative role, preferably within the construction, mechanical (HVAC), or BAS industries.
• Proven ability to read and understand technical construction documents, such as blueprints, specifications, and project schedules.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and standard project management software (e.g., MS Project, Pro Core, Build Ops, or similar).
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities simultaneously.

• Experience specifically within the Building Automation, HVAC Controls, or Energy Management sector.
• Familiarity with financial software and procurement processes in a construction environment.
• Associate’s or Bachelor's degree in Construction Management, Business Administration, or a related field.

Cox Engineering has been voted one of the “Best Places to Work” by the Boston Business Journal multiple years in a row! At Cox Engineering, we believe in fostering a supportive and inclusive work environment where every team member has the opportunity to thrive. Join us and become part of a company that values your contributions and invests in your professional growth.

We offer employees:

• Competitive salary with yearly bonuses, merit raises, and a 401(k) retirement plan.
• Paid vacation, personal days, holidays, and comprehensive health, dental, and vision coverage.
• Professional development through industry training, in‑office learning, and educational opportunities.
• Additional benefits including company‑paid life insurance, short‑ and long‑term disability, and office perks like snacks, cold brew coffee on tap, company swag, and more!

Entry level

Full-time

Other

Construction