Service Project Coordinator

We are a full-service HVAC, building automation, chiller, and retrofit contractor with a reputation 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

This person will support the service department project implementation team and act as a resource for administrative tasks.

Responsibilities

• Project Booking – receive bid documents from sales team & generate new project packets for the project implementation team.
• Coordinate “kick off” meetings with Sales & Implementation teams.
• Assist with Project Billing – Manage all project billing (Schedule of Values, progress billing, etc.).
• Manage and distribute project documents to teams as directed.
• Maintain consistent communication with customers and service project teams during project execution to ensure customer satisfaction is achieved.
• Generate status updates on active projects.
• Manage cost invoicing from vendors & subcontractors based on project manager requirements.
• Ensure cost gets posted to our internal accounting system.
• Generate subcontracts per job requirements.
• Perform various clerical duties.
• Generate Purchase orders & assist with price matching with vendors.
• Prepare submittal manuals.
• Create O&M (Close-out) docs per customer requirements.
• Work with Project teams to generate change orders & deductive change orders.
• Provide support to the dispatch team as needed.

Requirements

• Pursuing college degree or equivalent work experience.
• 2+ years’ experience in back-office support.
• Experience taking detailed meeting minutes.
• Effective communications skills and ability to work well with a team.
• Detail oriented, logical, and methodical approach to problem solving.
• Excellent organizational skills.
• Scheduling and planning experience.
• Strong proficiency with Microsoft Office and Adobe Acrobat.

Benefits

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