HVAC Project Coordinator

About the role

The Retail HVAC Coordinator (RHFC) ensures retail store locations’ HVAC systems are maintained to uphold brand standards, facility safety, and regulatory compliance through efficient use of internal and external resources. The HVAC Project Coordinator addresses day-to-day break/fix repairs, emergencies, replacements, and oversees capital expense projects, with sole accountability for HVAC planning, time management, and overall project execution. Repair requests are received via phone, email, and the Maintenance and Repair System (MARS). Success in this role positively impacts customer experience, team member morale, and store profitability.

Responsibilities

• Initiate, oversee, and execute facility HVAC repairs in a cost-effective and timely manner.
• Work closely with the Energy Management Team to identify and address outages, root causes, and repairs efficiently.
• Provide cost analysis per project, define scope of work and repairs, and handle all internal and external communications.
• Facilitate planning and coordination of repairs and capital expense projects, emphasizing expense control and profitability.
• Ensure asset protection and HVAC sustainment through preventative maintenance programs, temporary and permanent break/fix repairs, and replacements.
• Process service requests via email, phone, or MARS; determine repair responsibility by reviewing leases, exhibits, and warranty timelines in Lucernex/MARS.
• When O’Reilly is responsible for repairs and costs, review requests, identify needs, establish scope, and procure contractors as needed.
• Review the energy management system, place service requests, generate work orders for approved vendors, and set Not To Exceed pricing, completion dates, and scope of work.
• Evaluate and process quotes using the bid form, including sales information, lease terms, strategy details, and general work explanations with attached quotes.
• Conduct project closeout, verify work completion in MARS, confirm invoice receipt, sign off and approve invoices, and apply special coding or notes (e.g., insurance claims, fire, CapEx).
• Use MARS dashboard and query reporting for oversight, follow-up, and communication throughout the process.
• Interface with departments, jurisdictions, contractors, and field operations to ensure appropriate expenditure management.
• Communicate effectively, prioritize tasks, manage time, adapt to changing workloads, and maintain records to meet all needs.
• Obtain quotes, secure contractor documents, invoice, follow up, review completion, and monitor contractor performance as part of standard operating procedures.
• Process all MARS requests from service request through work order, purchase order, and invoice approval/processing.

Requirements

• High School diploma or equivalent.
• 2–4 years of construction, maintenance, HVAC, emergency management, electrical, or related trades experience.
• Good people skills and the ability to multi-task with proven dependability and reliability.
• A basic knowledge of computers, including Word, Excel, email, internet, and database systems.

Desired Qualifications

• HVAC Certification.
• 4+ years of construction, maintenance, HVAC, electrical, or related field experience.
• Experience with building controls/automation and contractor management.

Benefits

• Competitive wages and paid time off.
• Stock Purchase Plan and 401k with employer contributions starting day one.
• Medical, dental, and vision insurance with optional Flexible Spending Account (FSA).
• Team Member Health/Wellbeing Programs.
• Tuition Educational Assistance Programs.
• Opportunities for career growth.