Project Coordinator

Position Summary: 

The Project Coordinator plays a crucial role in supporting the successful execution of mechanical projects. This position provides administrative, logistical, and operational support to Project Managers (PMs), Account Directors, and the Accounting Team, ensuring projects are set-up, billed, and administrative tasks completed accurately, on time, and in compliance with company and industry standards. The Project Coordinator acts as a key liaison between internal teams, vendors, subcontractors, and clients.

Required Qualifications:

• 2+ years in project coordination, construction, or mechanical contracting.
• Attention to detail.
• Strong computer skills.
• Strong communication skills.
• Proficiency in project management software (Procore, Bluebeam, MS Project), Microsoft Office (Excel, Word, Outlook), and basic accounting systems.

Desired Qualifications:

• Familiarity with HVAC, plumbing, and mechanical systems is a plus.
• Familiarity with Service Titan
• Knowledge of general accounting.
• Strong problem-solving skills.
• Prevailing wage familiarity
• Associate’s or Bachelor’s degree in Construction Management, Mechanical Engineering, Business, or a related field (preferred but not required).
• Strong knowledge of construction lien process.
• Strong ability to perform assigned tasks independently.

Essential Functions and Responsibilities:

• Assist Project Managers & Account Directors with project setup, scheduling, and documentation.
• Prepare and track RFIs (Requests for Information), submittals, change orders, and project closeout documents.
• Maintain project documentation, ensuring accurate record-keeping and compliance.
• Support contract administration, reviewing terms, deliverables, and scope.
• Serve as a point of contact between project teams, vendors, and subcontractors.
• Schedule and coordinate project meetings, documenting meeting minutes and action items.
• Ensure timely communication of updates and potential issues to stakeholders.
• Support project budgeting and cost control efforts, tracking expenses against estimates.
• Assist in preparing progress reports, forecasts, and financial summaries.
• Verify and process invoices, ensuring alignment with project budgets.
• Coordinate equipment rentals, permits, and site access as needed.
• Prepare and track RFIs (Requests for Information), submittals, change orders, and project closeout documents.
• Ensure timely communication of updates and potential issues to stakeholders.
• Support in permit submission, acquisition, and sign-off
• Other duties as assigned

Success Factors / Job Competencies:

• Motivated work ethic
• Attendance
• Demonstrated mechanical aptitude.
• Positive attitude

Physical demands and work environment: 

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may enable individuals with disabilities to perform the essential functions.

Physical Demands:

• 95% office-based position, sitting or standing at a desk for periods of time.
• Occasionally, this position will be required to visit job-sites which could walking on uneven surfaces or use of a ladder.

Work Environment:

• While performing job site visits, the employee may be exposed to weather conditions at that time.
• This is an indoor office-based position.

Performance Standards:

Certain key business indicators that will measure the effectiveness of this job description. These include the following:

• Customer compliments or complaints.
• Consistency and accuracy of forms, communication, and assigned duties.
• Timeliness and organization of project files