Project Coordinator

Commercial/Industrial HVAC & Plumbing Project Coordinator

Company: 3C Mechanical Technologies
Location: Waco, TX
Job Type: Full-Time
Department: Construction
Reports To: Project Manager / Construction Manager

About 3C Mechanical Technologies

3C Mechanical Technologies is a growing HVAC and plumbing contractor serving commercial and industrial customers throughout Central Texas. We take pride in our quality of work, teamwork, customer relationships, and commitment to delivering successful projects.

We are looking for an organized, detail-oriented Commercial/Industrial HVAC & Plumbing Project Coordinator to support our Project Managers and construction team. This is an excellent opportunity for someone who enjoys organization, coordination, problem-solving, and helping projects run smoothly from award through completion.

Position Summary

The Project Coordinator provides administrative and operational support to Project Managers overseeing commercial and industrial HVAC and plumbing construction projects. This position helps maintain project documentation, track deadlines, coordinate materials, support billing activities, and facilitate communication between the office, field personnel, vendors, and general contractors.

The Project Coordinator helps ensure that project information is accurate, deadlines are tracked, documentation is complete, and Project Managers have the support needed to keep projects organized, on schedule, and financially accountable.

This position supports project execution but does not independently assume responsibility for overall project budgets, contracts, or project management decisions.

Essential Duties and Responsibilities1. Project Administration and Documentation

• Create, organize, and maintain electronic project folders.
• Maintain project records, including contracts, drawings, specifications, schedules, and correspondence.
• Track Requests for Information (RFIs), submittals, approvals, and outstanding documentation.
• Maintain current project drawings and revisions.
• Enter and update project information in company systems, spreadsheets, and construction management software.
• Ensure project documentation is organized and accessible to the appropriate team members.

2. Scheduling and Project Coordination

• Assist Project Managers with maintaining project schedules and milestone trackers.
• Track deadlines for submittals, inspections, deliveries, meetings, and closeout documents.
• Coordinate meetings and distribute meeting notes and action items.
• Follow up with team members regarding outstanding tasks and deadlines.
• Communicate potential delays, missing information, and scheduling conflicts to the Project Manager.

3. Purchasing and Material Coordination

• Assist with preparing and tracking purchase orders and material requests.
• Communicate with vendors regarding pricing, order status, delivery schedules, and backorders.
• Coordinate with warehouse personnel and field supervisors to help ensure materials are available when needed.
• Track equipment and material deliveries.
• Report shortages, discrepancies, and delivery issues to the Project Manager.

4. Billing and Job-Cost Support

• Assist with gathering documentation for progress billing and pay applications.
• Track change orders and maintain supporting records.
• Help organize labor reports, material costs, purchase orders, and other job-cost information.
• Coordinate with accounting to obtain or provide documentation needed for billing.
• Help maintain billing schedules and identify missing paperwork that could delay invoicing.

5. Communication and Team Support

• Coordinate information between Project Managers, Construction Managers, Field Supervisors, Foremen, estimators, vendors, and accounting.
• Distribute updated project information and approved drawings to appropriate personnel.
• Help coordinate inspections, site visits, and project meetings.
• Maintain professional communication with general contractors, vendors, and other project contacts.
• Assist with resolving administrative issues and keeping project tasks moving forward.

6. Quality Control and Project Closeout

• Track punch-list items and outstanding project requirements.
• Collect equipment warranties, startup documentation, test reports, and operation and maintenance manuals.
• Assist with collecting as-built drawings and other required closeout documents.
• Track closeout deadlines and follow up on missing items.
• Help ensure project records are complete before final turnover.

7. Process Improvement

• Assist with improving project tracking systems, checklists, and administrative procedures.
• Identify opportunities to improve organization, communication, and efficiency.
• Support consistent project management processes across the construction department.
• Perform other duties as assigned to support construction operations.

Qualifications

Required:

• High school diploma or GED.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Proficiency with Microsoft Excel, Outlook, Word, and other common office applications.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, priorities, and deadlines.
• Ability to work independently while supporting a team.

Preferred:

• Previous experience in project coordination, construction administration, or project management support.
• Experience in commercial HVAC, plumbing, mechanical construction, or a related construction trade.
• Familiarity with construction drawings, specifications, RFIs, submittals, and change orders.
• Experience with Procore, Bluebeam, or similar construction management software.
• Experience with purchase orders, job costing, progress billing, or pay applications.

Skills and Competencies

• Highly organized and dependable.
• Proactive about following up on outstanding items.
• Strong problem-solving and communication skills.
• Able to prioritize deadlines and recognize potential issues before they become larger problems.
• Professional when communicating with customers, vendors, and field personnel.
• Comfortable working in a fast-paced construction environment.
• Committed to accuracy, accountability, and teamwork.

Work Environment

• Primarily office-based with regular interaction with construction personnel and vendors.
• Occasional jobsite visits may be required.
• Some time-sensitive deadlines may require additional coordination during busy project periods.

Why Join 3C Mechanical Technologies?

At 3C Mechanical Technologies, our employees are an important part of our success. We value teamwork, accountability, professional growth, and a workplace where people can contribute to the company's continued growth.

This position offers the opportunity to develop construction project knowledge, work closely with experienced Project Managers, and grow your career within a mechanical contracting company.

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Ability to Commute:

• Waco, TX 76706 (Required)

Ability to Relocate:

• Waco, TX 76706: Relocate before starting work (Required)

Work Location: In person