Project Controller (Mechanical)

Leading Mechanical Contractor | MetroWest Boston, MA

A well-established mechanical contractor specialising in commercial and industrial plumbing, HVAC, piping, and mechanical construction is seeking a Project Coordinator / Contracts Administrator to support its growing project management team.

This role is ideal for someone with a strong background in mechanical construction administration who understands that project documentation is far more than paperwork. Contracts, change orders, billing support, compliance tracking, and closeout documentation all directly impact project profitability, cash flow, and successful project delivery.

The successful candidate will take ownership of the administrative and financial side of projects, allowing Project Managers to focus on execution while ensuring projects remain organised, compliant, and positioned for successful cost recovery and closeout.

Responsibilities

Contract & Project Administration

• Manage project contracts, subcontracts, purchase orders, and vendor documentation.
• Review contract requirements and track key deliverables.
• Maintain organised project files and document control systems.
• Support project teams from project award through closeout.

Change Orders & Cost Recovery

• Maintain change order and COR logs.
• Track submitted, pending, approved, and outstanding change requests.
• Coordinate supporting documentation required for change order submissions.
• Work closely with Project Managers to ensure all additional work is properly documented and recoverable.

Billing & Financial Documentation

• Assist with preparation of billing packages and payment applications.
• Compile backup documentation for invoicing and customer billing.
• Support tracking of project budgets, committed costs, and financial records.
• Help ensure accurate project cost documentation throughout the project lifecycle.

Compliance Management

• Track subcontractor insurance certificates, lien waivers, certified payroll, and contractual compliance requirements.
• Coordinate vendor and subcontractor paperwork.
• Ensure projects remain compliant with client and contract requirements.

Project Coordination

• Monitor outstanding action items and documentation requirements.
• Support PMs with schedules, project logs, procurement tracking, and documentation management.
• Coordinate communication between project teams, clients, subcontractors, and vendors.
• Keep projects organised and moving forward by proactively managing administrative deliverables.

Closeout Support

• Coordinate closeout documentation, O&M manuals, warranties, and turnover packages.
• Track punch list and final documentation requirements.
• Support final billing efforts and project closeout activities.

Requirements

Required

• 3+ years of experience supporting projects within mechanical construction , HVAC, plumbing, piping, or MEP contracting.
• Strong understanding of:
  • Construction contracts and subcontracts
  • Change orders and COR management
  • Billing and invoicing processes
  • Project documentation and compliance
  • Closeout procedures
• Excellent organisational and time-management skills.
• Strong Microsoft Excel and document management skills.
• Ability to manage multiple projects simultaneously in a fast-paced environment.

Preferred

• Accounting, bookkeeping, accounts receivable, or project accounting experience.
• Experience using Procore, Bluebeam, Sage, Autodesk Construction Cloud, or similar construction management software.
• Experience supporting commercial, healthcare, life sciences, industrial, pharmaceutical, or public-sector construction projects.

What Success Looks Like

This person becomes the organisational backbone of the project team, taking ownership of contracts, project documentation, billing support, compliance tracking, and change order management. They ensure Project Managers always know what is outstanding, what needs action, and what is required to keep projects moving, billed, and ultimately closed out successfully.

If you understand mechanical construction and know how contracts, documentation, billing and change order management impact project profitability, we'd love to hear from you.