Project Coordinator, Engineering

Overview

CoolSys solves the most complex challenges in refrigeration, air conditioning, heating, engineering, and energy management. With over 3,700 associates nationwide, we deliver tailored solutions to help businesses cut costs, improve equipment performance, and reduce emissions. Our services include HVAC and refrigeration equipment sourcing, installation, repair, maintenance, monitoring, and optimization. We also offer engineering design, energy resilience and consumption optimization, asset recycling, and seamless multi-site rollouts across states. CoolSys serves over 45,000 customer locations in industries like retail, food service, commercial, data centers, industrial, and pharmaceuticals. No wonder Newsweek named CoolSys one of America’s Greatest Workplaces!

Qualifications

• Bachelor’s degree in Business Administration, Project Management, or a related field (preferred but not required).
• Minimum of 5 years of administrative or project coordination experience in a professional services environment (engineering, architecture, construction, legal, or similar).
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Excellent written and verbal communication skills.
• High proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook); experience with project management or document management systems is a plus.
• Strong problem-solving skills and attention to detail.
• Ability to work independently with minimal supervision while collaborating effectively with project teams.
• Professional demeanor with a strong commitment to confidentiality and accuracy.

Responsibilities

• Provide administrative support to project managers and project teams across multiple active projects.
• Aid in the preparation, formatting, and coordination of proposals, contracts, project reports, and client deliverables.
• Support project setup, tracking, and closeout processes, including maintaining project files and documentation.
• Cook up project-related meetings, including scheduling, agendas, minutes, and follow-up action items.
• Prepare professional written communications for clients, consultants, and internal project teams.
• Aid in task tracking, deadlines, and deliverable coordination to support on-time project execution.
• Plan and coordinate project-oriented meetings, lunch-and-learns, staff events, and office activities.
• Maintain office and project calendars, including conference rooms and key deadlines.
• Answer phones and assist with reception and front desk coverage as needed.
• Manage incoming and outgoing mail, overnight shipments, and document distribution.
• Maintain office supplies and assist with general office organization and efficiency improvements.
• Filer, scan, shred, and maintain digital and physical project records in accordance with company standards.
• Handle confidential and sensitive information with discretion and professionalism.
• Assist with research, special projects, and strategic initiatives as assigned.
• Provide project-related administrative and accounting support as directed by Accounting Senior Staff.
• Aid in tracking project-related expenses, rental cars, and other administrative project costs.