Job Description
Project Coordinator - Commercial Mechanical Construction
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Location: Arlington Heights, IL
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Industry: Commercial HVAC / Plumbing / Mechanical Construction
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The Opportunity
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We are excited to be partnering with a well-established commercial construction company that is seeking an experienced Project Coordinator to join its growing team in the northwest Chicago suburbs.
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The company supports a variety of commercial construction projects and is looking for someone who can become a key partner to Project Managers and field leadership by keeping projects organized, documentation moving, and financial and administrative details on track.
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This is a strong opportunity for someone who understands the construction project lifecycle and enjoys being the person who keeps multiple moving pieces organized from project award through final closeout.
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What You'll Do
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- Coordinate multiple active construction projects from award through closeout, keeping documentation, schedules, and project deliverables organized and current.
- Prepare, issue, and track subcontracts, purchase orders, and change orders while maintaining accurate commitment logs.
- Manage the RFI and submittal process, including logging, routing, follow-up, and communication with architects, engineers, general contractors, and internal project teams.
- Serve as a key point of contact for subcontractors, vendors, and general contractors on project administration matters.
- Partner with accounting and Project Managers on job-cost tracking, monthly billing, lien waivers, and budget reconciliation.
- Maintain accurate project records within construction management systems and ensure documentation remains organized and audit-ready.
- Support Project Managers with procurement tracking, schedule updates, and long-lead material coordination.
- Own and coordinate project closeout documentation, including as-builts, O&M manuals, warranties, and final turnover packages.
- Help improve project coordination processes, documentation standards, and operational workflows.
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What We're Looking For
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- Previous experience in project coordination, project administration, or construction operations.
- Experience working within commercial construction; mechanical, HVAC, plumbing, or MEP contracting experience is strongly preferred.
- Working knowledge of:
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- RFIs and submittals
- Change orders
- Purchase orders
- Subcontracts
- Lien waivers
- Project closeout documentation
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- Comfortable supporting and coordinating multiple projects simultaneously.
- Exposure to job costing, construction billing, budgets, or project financial tracking.
- Strong organizational skills with the ability to prioritize changing deadlines and project needs.
- Confident communicator who can work effectively with Project Managers, field teams, subcontractors, vendors, general contractors, and customers.
- Proficiency with Microsoft Excel and Word.
- Experience with Bluebeam and construction management software.
- Ability to read mechanical drawings and specifications is a plus.
- Associate's or bachelor's degree in Construction Management, Business, or a related field is preferred but not required.
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Why Consider This Opportunity?
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- Work directly alongside experienced Project Managers and field leadership.
- Gain exposure to a variety of commercial, healthcare, and tenant buildout projects.
- Take meaningful ownership of projects rather than serving solely in an administrative capacity.
- Opportunity to join a company experiencing continued growth beyond the Chicago market.
- Annual discretionary bonus opportunity.
- Employee Stock Ownership Plan (ESOP).
- Medical, dental, and vision insurance.
- 401(k) plan.
- Paid vacation and holidays.
- Life insurance.
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