HVAC Mechanical Project Coordinator

Job DescriptionJob DescriptionSummary: n

We’re seeking a resourceful and detail-oriented administrative professional to support our project teams by ensuring seamless information flow throughout the full lifecycle of construction projects. The ideal candidate is self-driven, dependable, and thrives in a collaborative environment while managing tasks independently.

Qualifications & Skills

n
• 2+ years of experience in administrative or project support roles
n
• Familiarity with HVAC or commercial construction industries
n
• Experience with Timberline Sage 300 CRE or similar ERP systems is a plus
n
• Strong organizational skills with the ability to multitask and prioritize effectively
n
• Analytical mindset with keen attention to detail
n
• Exceptional communication abilities and commitment to customer service
n
• Skilled in Microsoft Office Suite (Outlook, Word, Excel, Teams)
n
• Project coordination or management experience beneficial
n
• High School diploma or GED required; fast learner
n
• Experience using Smartsheet is advantageous
n
• Reliable, punctual, proactive, and adaptable to changing processes and priorities
n

Responsibilities

n
• Partner with project and installation teams to support all phases of construction projects
n
• Facilitate setup of project documentation and maintain file structures (digital and physical)
n
• Generate billing summaries and manage contract invoicing in coordination with project managers
n
• Assist with contract preparation and submission of required permits
n
• Coordinate field team schedules and share necessary project details
n
• Create and track Requests for Information (RFIs), submittals, and change orders
n
• Handle procurement tasks: sourcing equipment, tracking deliveries, and processing returns (RMAs)
n
• Maintain and distribute tax exemption certificates
n
• Produce labor and purchase order reports for project oversight
n
• Participate in internal and cross-departmental meetings as needed
n
• Acquire and manage insurance certificates for customers and subcontractors
n
• Prepare documentation and agreements for subcontractors
n
• Investigate and resolve discrepancies in vendor or subcontractor invoices
n
• Organize and manage supporting project documentation (e.g., POs, spec sheets, packing slips)
n
• Assemble and deliver closeout packages and warranties upon project completion
n

Absolutely! Here’s a refreshed version of the company benefits section, with enhanced wording and tone:

Employee Benefits Package

Our client is committed to supporting our team members with a well-rounded, competitive benefits package that promotes health, financial wellness, and work-life balance:

n
• Industry-Leading Compensation — Salary commensurate with experience and market standards
n
• Generous Time Off — Paid vacation, sick leave, and holidays to recharge and rest
n
• Health Coverage — Contributory healthcare plans tailored for your needs
n
• Dental Insurance — 100% employer-paid for a healthier smile
n
• Vision Plan — Coverage to help you see clearly and comfortably
n
• 401(k) Retirement Program — With company matching to boost your future savings
n
• Flexible Spending Account (FSA) — Pre-tax options for eligible healthcare expenses
n