Project Coordinator, HVAC Installations

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
• Cookordinate 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
• Aid Project Manager to proactively identify upcoming risks, project timeline slips, contractor issues, field technician issues, and financial issues specific to HVAC/Mechanical scopes
• Aid in obtaining all required project paperwork, including mechanical drawings, equipment submittals, and O&M manuals
• Aid 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
• Aid 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

• 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
• Smar, 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