Project Coordinator

Contracting Project Coordinator

We are looking for a Contracting Project Coordinator to support the administration, implementation, and delivery of HVAC equipment and contracting projects across multiple stages of completion.

• Coordinate the transition of projects from Sales to Operations following established standard work and processes.
• Administer assigned projects through the full lifecycle to ensure contract compliance, accurate documentation, and successful delivery.
• Support multiple Project Managers with coordination activities across a portfolio of projects ranging in size and complexity.
• Plan and analyze projects by establishing schedules, procedures, and milestones to meet objectives, including complex equipment applications.
• Support creation of project schedules, estimates, dependencies, and milestones.
• Manage procurement activities: material ordering, purchase orders, subcontracts, equipment orders, and vendor coordination.
• Compare estimated ship dates with contractor schedules and ensure compliance with internal equipment ordering processes.
• Issue purchase orders and coordinate equipment start‑ups.
• Coordinate monthly customer invoicing and support project cash‑flow management, progress billing, collections follow‑up, and resource coordination.
• Track and maintain accurate project cost reporting, including time entry, vendor invoices, forecasting support, job costing, and cost‑at‑completion updates.
• Monitor project budgets and support expense control to maintain financial performance.
• Maintain complete project documentation and perform general administrative functions supporting operations.
• Communicate effectively with customers, building owners, mechanical contractors, subcontractors, and field staff to maintain satisfaction and resolve concerns.
• Coordinate with Project Managers, HVAC Field Technicians, customers, and claims teams to resolve invoicing or execution obstacles.
• Collaborate with regional leadership, contract management/legal, engineering, financial services, and other internal partners as needed.

• High School Diploma or GED with up to five (5) years of related experience and/or training, or an equivalent combination of education and experience.
• Strong administrative and organizational skills with exceptional attention to detail.
• Excellent written and verbal communication skills, able to interact professionally with customers and cross‑functional teams.
• Ability to prioritize multiple tasks and meet tight deadlines in a fast‑paced environment.
• Proven problem‑solving, decision‑making, and judgment skills.
• Proficiency with Microsoft Office applications (Outlook, Excel, Word, Teams).
• Strong computer, document management, and general business system skills.
• Ability to work independently and collaboratively within a team environment.
• Flexibility to work overtime or weekends as needed.

• Experience with financial systems and basic accounting processes, including accounts receivable and accounts payable.
• Understanding of construction project administration documents.
• Knowledge of construction law and regulations.

Annual Base Salary Range: $73,213.33 – $ (based on experience, geography, and other factors).

• Health insurance and comprehensive wellness programs.
• Family building benefits including fertility coverage and adoption/surrogacy assistance.
• 401(k) retirement plan with up to 8% company contribution.
• Paid time off: 15 vacation days, 9 paid holidays, 3 floating holidays, sick leave, and options for volunteer and parental leave.
• Educational and training opportunities including tuition assistance and student‑debt support.

We are an equal opportunity employer; all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, pregnancy, age, marital status, disability, status as a protected veteran, or any legally protected status.

To request an accommodation, please

No – safety‑sensitive roles may require additional drug screening.