Title of Job: Project Coordinator, Commercial Construction – HVAC & Mechanical

Status: Non-exempt

Reports To: Operations Manager

Summary of Position: The Project Coordinator reports to the Operations Manager and provides administrative and coordination support to approximately 2–4 Project Managers and a General Manager to ensure the timely and successful completion of Client projects. This role will focus heavily on HVAC and Mechanical projects within commercial construction, requiring the ability to track complex mechanical scopes such as equipment installation, ductwork, piping, and related trades. The Project Coordinator should be highly organized, capable of multi-tasking, able to meet deadlines under pressure, and possess a strong work ethic, with a working knowledge of HVAC/Mechanical construction terminology and processes to effectively support field and project teams.

Job Responsibilities/Essential Functions:

• Enter new HVAC/Mechanical projects into the Project Management System

• Communicate schedules, equipment requirements, and scope details to field technicians

• Receive, track, and save project paperwork into all systems (Spectrum, Smartsheet, SharePoint), including HVAC/Mechanical submittals, equipment data, and closeout documents

• Coordinate subcontractors – schedule work, request paperwork, and ensure all subcontractor HVAC/Mechanical requirements (e.g., licensing, safety certifications) are met and filed into the appropriate company file

• Order HVAC/Mechanical materials and equipment, ensuring timely delivery to job sites

• Communicate with field teams for daily/weekly paperwork, including HVAC installation checklists, service logs, and mechanical inspection reports

• Review, analyze, and act on daily reports with a focus on HVAC/Mechanical progress, scheduling conflicts, and material usage

• Assist Project Manager to proactively identify upcoming risks, project timeline slips, contractor issues, field technician issues, and financial issues specific to HVAC/Mechanical scopes

• Assist in obtaining all required project paperwork, including mechanical drawings, equipment submittals, and O&M manuals

• Assist in obtaining permits, including mechanical/HVAC permits as required by local jurisdiction

• Meet with managers weekly to push HVAC/Mechanical projects forward and assist as needed

• Assist in the overall ownership of all projects, ensuring HVAC/Mechanical scopes are tracked and closed out properly

• Generate project reporting/dashboards with HVAC/Mechanical performance metrics

• Participate in project conference calls, providing updates on HVAC/Mechanical scopes and schedules

• Answer project questions from technicians, contractors, and clients related to HVAC/Mechanical systems

• Provide customer service to clients with HVAC/Mechanical inquiries or concerns

• Other duties as assigned

Required Knowledge, Skills, and Abilities: To perform this job successfully an individual must be able to excel at each duty outlined above and have the following knowledge, skills, ability and background. These requirements are representative, but not all-inclusive, of the knowledge, skill, and ability required to perform this job.

• Commitment to a work schedule.

• Construction Knowledge (Preferable but willing to train.)

• Experience with Office Suite.

• Smartsheet (Preferable but not required)

• Knowledge of Google docs & Smartsheets

• Self-starter

• Smart, analytical, creative and can deliver results quickly.

• Self-starter, highly organized, and able to work well with individuals at all levels.

• Strong written, oral, and visual communication skills.

• Extremely organized with strong attention to detail.

• Able to work independently and as part of a team, work well under deadlines.

Minimum Qualifications:

• 18 years of age or older

• Must be able to pass a drug test

• Must be able to pass a background check

Physical Demands: These physical demands are representative of the physical requirements necessary for an employee to successfully perform the essential functions of the job. While performing the responsibilities of the job, the employee may be required to:

• While performing the duties of this job the employee is regularly required to sit, talk and hear.

• The employee must occasionally lift and/or move up to 50 pounds.

• The employee is required to use hands to type, handle, or feel objects, tools and computer controls.

• Specific vision abilities required by this job include close vision and distance vision.

This is a list of the major responsibilities, duties, and physical demands required of this position and may not be all-inclusive. Nothing in this job description restricts the Company’s right to assign or reassign duties and responsibilities to this job at any time.