Installation Administrative Coordinator (Experienced Project Coordinator)

Essential Duties and Responsibilities

• Manage and maintain project information within ServiceTitan and Microsoft Teams.
• Organize project files and ensure all required documentation is complete, accurate, and properly stored.
• Maintain project checklists and Stage Gate processes to support project progression from sales handoff through closeout.
• Prepare and distribute drawings, project books, and supporting documentation for field teams.
• Obtain permits and schedule inspections for both residential and commercial installation projects.
• Auxiliary with project closeout packages, including warranty documentation, manuals, and customer deliverables.
• Auxiliary with contractor prequalification forms, jobsite requirements, safety documentation, and related administrative compliance tasks.
• Register installed equipment for residential and commercial projects.
• Process equipment warranties and manufacturer part claims.
• Submit and track rebate applications.
• Maintain records of warranty work, call-backs, and project-related service issues.
• Provide daily support to installation technicians through phone, text, and administrative coordination.
• Auxiliary with weekly scheduling for installation teams.
• Create work orders and support day-to-day operational needs.
• Process warehouse transfer sheets and assist with material and project tracking.
• Help address customer concerns and coordinate issue resolution with the appropriate departments.
• Auxiliary the General Manager, Service Managers, Project Managers, Sales Team, Engineering Team, and Field Supervisors with administrative tasks and special projects.
• Proactively identify opportunities to improve efficiency, organization, and communication within the installation departments.
• Perform other duties as assigned in support of departmental and company objectives.

What We're Looking For

• 1–3+ years of construction project coordination, administrative support, or related experience required.
• Basic understanding of HVAC and plumbing systems preferred.
• Experience with construction management software such as Procore, Autodesk, Smartsheet, ServiceTitan, or similar platforms preferred.
• Excellent organizational skills with the ability to manage multiple projects and priorities simultaneously.
• High attention to detail and a process-driven mindset.
• Strong written and verbal communication skills with the ability to effectively coordinate between office staff, project managers, and field teams.
• Proficiency in Microsoft Office, particularly Excel.
• The ability to thrive in a fast-paced, collaborative environment.