Project Coordinator

Job Title:

Project Coordinator

Job Description

This role supports the successful delivery of HVAC construction projects by coordinating daily activities, maintaining project documentation, and serving as a key communication link between project managers, field staff, subcontractors, vendors, and customers. The project coordinator ensures projects stay organized, on schedule, and compliant with documentation and administrative requirements while contributing to a collaborative and growth-oriented environment.

Responsibilities

+ Assist project managers with the day-to-day coordination of HVAC construction projects across mechanical, electrical, and plumbing trades.

+ Create, organize, and maintain comprehensive project files, including contracts, submittals, RFIs, change orders, and closeout documentation.

+ Track project schedules, monitor milestones, and follow up on deadlines to help keep projects on time and on budget.

+ Coordinate with field staff, subcontractors, vendors, and customers to support smooth project execution and resolve issues promptly.

+ Schedule and organize meetings, site visits, inspections, and other project-related activities.

+ Process purchase orders, invoices, and project billing documentation accurately and in a timely manner.

+ Maintain accurate project records and update internal tracking systems to ensure information is current and accessible.

+ Support permit applications and help ensure compliance with documentation and regulatory requirements.

+ Prepare reports, meeting minutes, and project correspondence for internal and external stakeholders.

+ Answer customer inquiries, provide clear project status updates, and deliver professional customer service.

+ Perform data entry and document control tasks to ensure project information is complete, organized, and audit-ready.

+ Provide general administrative support to project managers and the construction administration team as needed.

Essential Skills

+ Approximately 1.5 years of experience in a project coordinator role within construction trades such as mechanical, electrical, or plumbing.

+ Hands-on experience working with RFIs, submittals, and change orders.

+ Experience supporting HVAC projects or HVAC service calls.

+ Background in construction administration, including document control and project documentation.

+ Strong administrative support skills, including data entry and records management.

+ Proficiency with Microsoft Office, including Microsoft Excel, for tracking and reporting.

+ Effective customer service skills with the ability to communicate clearly and professionally with internal and external stakeholders.

+ Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities in a fast-paced project environment.

+ Attention to detail and accuracy when handling project documentation and financial records.

Additional

Skills & Qualifications

+ Bachelor's degree in Construction Management (CM).

+ Very strong preference for previous HVAC experience in a construction or service environment.

+ Experience coordinating work across mechanical, electrical, and plumbing trades.

+ Experience preparing reports, meeting minutes, and professional correspondence.

+ Ability to support permit applications and understand basic compliance documentation requirements.

+ Interest in long-term career growth within construction project coordination and administration.

+ Motivation to contribute to a team environment and support continuous improvement in project processes.

Work Environment

This is an in-office position with standard hours of 8:00 a.m. to 5:00 p.m. The role is based in a professional office environment that supports HVAC construction and service operations. You will work closely with project managers, field personnel, subcontractors, vendors, and customers, primarily using computer-based tools and internal tracking systems. Daily work involves frequent use of Microsoft Office applications, especially Microsoft Excel, along with other project documentation and administrative systems.

The environment emphasizes organization, clear communication, and collaboration, with opportunities for long-term growth and bonus potential.

Job Type & Location

This is a Contract position based out of South Orange, NJ.

Pay and Benefits

The pay range for this position is $31.00 - $33.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:

- Medical, dental & vision
- Critical Illness, Accident, and Hospital - 401(k) Retirement Plan
- Pre-tax and Roth post-tax contributions available
- Life Insurance (Voluntary Life & AD&D for the employee and dependents) - Short and long-term disability
- Health Spending Account (HSA) - Transportation benefits
- Employee Assistance Program
- Time Off/Leave (PTO, Vacation or…