PROJECT COORDINATOR

The HVAC Service Special Projects Coordinator with F.E. Moran, Inc. serves as the bridge between the Sales Team, Service Department, Projects Team, Field Technicians, Customers, and Vendors. This role is responsible for coordinating and managing smaller-scale projects that originate from the Service Department, including Equipment Replacements, Controls Upgrades, Retrofit Projects, Energy Improvements, Quoted Repairs, and Customer-Requested Capital Improvements.

The position ensures projects are completed on time, within budget, safely, and in accordance with customer expectations while supporting revenue growth within the Projects Swim Lane.

Key Responsibilities

Project Coordinator & Management

• Coordinate service-generated projects from proposal acceptance through completion.
• Manage HVAC equipment replacement projects, retrofit installations, control upgrades, and energy improvement projects.
• Develop project schedules and maintain milestone timelines.
• Coordinate labor requirements with Service Managers and Dispatch.
• Monitor project progress and proactively address scheduling conflicts.
• Track project costs, labor hours, material expenses, and subcontractor performance.
• Ensure projects remain within budget and scope.
• Manage and help drive the change order log – Creation and Submission.
• Manage Subcontractors – Create POs and Schedule/Coordinate.
• Plan and attend meetings, assisting in the organization of projects.
• Identify ways to increase profitability and reduce costs.
• Schedule turnover meetings. Review logistics and responsibilities from an execution point.
• Create and drive reporting functions:
• • Execute Schedule of Values.
  • Weekly Billing.
  • Ensure we are overbilled. Includes WIP Reconciliation and Job Folder Organization.

Customer Communication

• Serve as the primary point of contact throughout the project lifecycle.
• Schedule pre-job meetings with customers and internal stakeholders.
• Provide regular project status updates.
• Address customer concerns and escalate issues when necessary.
• Conduct project closeout reviews and gather customer feedback.
• Support customer retention and relationship growth efforts.

Quoting & Estimating Support

• Participate in the Contract/Estimating Review Process.
• Obtain pricing from vendors and subcontractors.
• Review equipment specifications and scope requirements.
• Review contract scope/terms and conditions to ensure we are fully aware of the risk and expectations.

Procurement & Material Management

• Order HVAC equipment, controls, parts, and project materials.
• Coordinate equipment deliveries and jobsite logistics.
• Monitor lead times and communicate potential delays.
• Ensure materials are available prior to scheduled installation dates.
• Maintain relationships with manufacturers and suppliers.
• Manage supplies and resources for the field to ensure the tasks are completed in a timely manner within the project schedule.

Financial Administration

• Create project jobs within the ERP/Accounting system.
• Monitor project budgets and cost performance.
• Review labor productivity and project profitability.
• Assist with billing documentation and progress invoicing.
• Support accounts receivable efforts on project-related invoices.
• Prepare project completion reports and financial summaries.
• Bi-Weekly CPR Report and Analysis.
• Create and implement the Close Out process.
• Provide required Lien Waivers.

Field Coordination

• Schedule technicians and subcontractors.
• Ensure crews have required documentation and materials.
• Coordinate permits, inspections, and compliance requirements.
• Conduct jobsite visits as needed.
• Assist in resolving field issues and scope changes.
• Maintain project documentation and records.
• Assisting and supporting the Project Manager.
• Provide detailed updates to the Project Managers and Swimlane Leader:
• • Daily – When requested by Customer, Project Manager, and/or Swimlane Leader.
  • Weekly – Every Friday, send updates on all projects during the corresponding week.

Safety & Compliance

• Verify compliance with company safety policies.
• Ensure site-specific safety requirements are communicated.
• Coordinate OSHA documentation when required.
• Maintain project records related to permits, inspections, and warranties.
• Support quality control and project closeout processes.

Administrative Responsibilities

• Prepare project files and documentation.
• Maintain project tracking reports.
• Process purchase orders and change orders.
• Track equipment warranties and closeout documents.
• Organize project turnover packages.

Required Skills

Technical

• HVAC Systems Knowledge
• Commercial Mechanical Equipment Familiarity
• Construction Scheduling Experience
• Controls and Automation Understanding
• Project Budgeting and Cost Tracking
• Proficient in Excel
• ERP/Service software experience (Penta and Fieldpoint)

Soft Skills

• Customer Service
• Relationship Management
• Attention to Detail
• Ability to Manage Multiple Projects Simultaneously

Experience

• 10–15 years of HVAC service, construction, dispatch, project coordination, or operations experience.
• Experience coordinating commercial HVAC projects ranging from $5,000 to $500,000+.
• Understanding of preventive maintenance agreements, service operations, and retrofit project execution.
• Experience collaborating with technicians, subcontractors, building owners, and facility managers.

Reports To:

Special Projects Swimlane Leader: Dan Petrow

Works Closely With:

• Sales/Account Managers
• Service Technicians/Pipe Fitters/Sheet Metal Workers
• Project Managers
• Dispatchers
• Purchasing
• Accounting
• Customers
• Vendors and Subcontractors

Essential Skills for a Project Coordinator:

• Communication: Excellent verbal and written communication skills are essential to collaborate closely with team members and managers and effectively manage problems as they occur.
• Leadership: As the primary point of contact for team members, coordinators must be able to provide guidance, feedback, and encouragement for achieving goals.
• Organization and Time Management: Managing the daily activities and needs of the entire team and possess the ability to multitask and effectively manage the time.
• Problem-Solving: Although project managers may step in to manage significant problems, coordinators are required to work through and resolve minor issues without assistance.
• Positive Attitude: Possess a positive outlook to manage the stress of unexpected challenges and help the entire team stay positive and motivated.

Who We Are:

The F.E. Moran Group of Companies is comprised of seven specialized businesses offering a full spectrum of HVAC, Mechanical Services, Fire Protection, Special Hazard Systems, Plumbing, Refrigeration, and Industrial Piping Services across virtually every market. We are a single-source contractor working seamlessly to consolidate resources and deliver outstanding construction and service solutions, regardless of size, scope, complexity, or location… We save lives, protect property, and create healthy environments.

Candidates must be at least 21 years of age to be eligible for positions that require participation in the company’s fleet program. This is a requirement for roles involving the operation of company vehicles.

At F.E. Moran Group of Companies, we are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, or Veteran status. If you have a specific need that requires accommodation, please advise a member of the Talent Acquisition team by contacting us at [email protected] .