Job Description
Job Description
Job Title: HVAC Project Coordinator
FLSA: Salary, Exempt
Job Summary: The Project Coordinator plays a pivotal role in supporting the sales and operations teams by facilitating project execution from planning through closeout. This position merges administrative, logistical, and customer service duties to ensure seamless project progression. Key responsibilities include order processing, documentation management, customer and vendor coordination, financial tracking, and general office and HR support. The ideal candidate thrives in a dynamic environment, proactively solves problems, and ensures timely communication across all stakeholders.
Key Responsibilities
Project & Sales Coordination
- Enter and manage customer orders, job, and equipment data in the ERP system.
- Track order acknowledgments, delivery schedules, and coordinate warehouse-related transactions (pick tickets, delivery slips, direct ship POs).
- Prepare and send accurate purchase orders to vendors and field equipment suppliers.
- Assist with quoting, bid forms, submittals, O&M manuals, and project documentation.
- Maintain comprehensive project folders accessible by the entire team (including plans, specs, communications, pricing, and invoices).
- Coordinate with accounting on vendor/customer setup, credit limits, lien waivers, and invoice issues.
- Oversee bid lists and provide timely details to the sales team.
Customer Communication & Support
- Maintain active communication with customers throughout the entire project lifecycle.
- Respond to inquiries, provide status updates, manage expectations, and ensure post-sale satisfaction.
- Communicate clearly and effectively in both verbal and written formats.
- Coordinate field startup scheduling and documentation submission.
Warranty & Issue Resolution
- Manage warranty claims, RMAs, freight claims, and follow-up until closed.
- Identify and address potential project risks to minimize disruptions.
Financial & Billing Support
- Prepare and send invoices, including startup and milestone billing.
- Track and reconcile project expenses and progress against budgets.
- Support documentation for lien waivers, customer/vendor account setup, and billing schedules.
Office & HR Administrative Support
- Greet visitors and manage day-to-day office operations including ordering supplies and coordinating maintenance.
- Support planning for meetings, conferences, and company events.
- Maintain employee records and assist with internal reports and presentations.
Qualifications
Education:
- High school diploma or equivalent required.
- Associate or Bachelor’s degree in business administration, marketing, or related field preferred.
Experience:
- Minimum of 2 years in project coordination, sales support, or administrative roles.
- Experience in HVAC, construction, or mechanical contracting is preferred.
Skills:
- Organizational: Ability to manage multiple projects and administrative tasks simultaneously.
- Communication: Strong written and verbal communication; effective across teams and with customers.
- Technical: Proficiency in Microsoft Office Suite and ERP/project management systems.
- Problem Solving: Anticipates issues and provides proactive solutions.
- Time Management: Prioritizes effectively, manages deadlines, and handles high-volume tasks with attention to detail.