Project Coordinator

Mesa Energy Systems is a full-service HVAC, building automation, chiller, and retrofit contractor known for combining high-quality consulting services with customized energy solutions. Our integrated, single-source solutions include turnkey in-house capabilities with design assistance, engineering applications, and automated control systems.

About the role

Mesa Energy Systems has an immediate need for a Project Coordinator to support retrofit and automation jobs. You will work closely with the Project Manager and Superintendent, providing updates and attending scheduling meetings.

Responsibilities

• Set up all retrofit and automation jobs.
• Act as the scheduling person—work with the Project Manager and Superintendent to keep shifts updated.
• Develop and maintain all project folders in SharePoint.
• Attend job, project review, and manpower scheduling meetings—responsible for meeting minutes and documenting tasks assigned by management in Planner.
• Coordinate the purchase of necessary supplies, equipment, and services from appropriate sources.
• Maintain and follow a strong safety program.
• Issue and enter all purchase orders and subcontracts required for retrofit projects.
• Serve as liaison with the A/P department regarding invoices, vendor holds, PO cost discrepancies, and subcontracts.
• Review and approve vendor and subcontractor invoices monthly.
• Enter all retrofit weekly timecards and manage payroll issues with the payroll department.
• Serve as liaison with the payroll department for all certified payroll issues.
• Process all required permits and pull them in person from cities as needed.
• Prepare and submit certificates of insurance.
• Prepare Submittal Manuals as required.
• Handle Payment & Performance Bonds if required by the customer.
• Prepare any close-out documents requested and Operation & Maintenance Manuals if required by the customer.
• Initiate Warranty Letters when required.
• Assist the Project Manager with billings for jobs in process and any required Pay Applications by the customer.
• Assist the Project Manager with WIP Reports for the end-of-the-month review.
• Support all Project Managers with daily requirements.

Requirements

• Bachelor’s degree in business administration or equivalent work experience.
• A minimum of three (3) years’ experience in back-office support in the Construction field.
• Strong background with Construction forms and permits.
• Strong administrative skills.
• Computer literate in Microsoft Products.
• Excellent verbal and written communication skills.
• Ability to coordinate and work well with others.
• Ability to work independently or as a member of a team.
• Ability to adapt to ever-changing priorities.

Benefits

• Comprehensive benefits package including medical, dental, and vision coverage.
• Health savings and flexible spending accounts.
• Life insurance and disability coverage.
• 401(k) Savings Plan.
• College Coach and employee assistance program.