Project Coordinator - HVAC Sales

Position Summary The Project Coordinator supports Project Managers and Account Managers throughout the project lifecycle from award and order entry through submittals, delivery, startup, warranty administration, and closeout. This role coordinates documentation, equipment orders, schedules, customer communications, and warranty claims while serving as a key link among customers, manufacturers, vendors, service, accounting, operations, and the applied sales team.

Key Responsibilities Project administration: Set up awarded projects, maintain organized files, track milestones and action items, and escalate schedule, cost, customer, or technical concerns.

Order and submittal coordination: Review purchase orders against quotations and scope; verify project, billing, and shipping details; enter orders; assemble and distribute submittals; and track approvals and revisions.

Equipment and logistics: Prepare manufacturer purchase orders and releases under Project Manager direction, review acknowledgments, track production and delivery dates, and help resolve freight damage, shortages, or discrepancies.

Warranty administration: Own the administrative process from request intake through manufacturer authorization, replacement or repair, credits, and closure; collect required equipment and service information; track claims, parts, returns, costs, and reimbursements; and maintain complete records and reporting.

Communication and coordination: Provide timely updates to customers and internal teams, follow up with manufacturers and vendors, respond to routine inquiries, and route technical, pricing, or contractual matters appropriately.

Startup and closeout: Coordinate startup scheduling and documentation, support related billing, assemble O&M manuals and warranty certificates, confirm outstanding items are complete, and assist Accounting with project closure.

Qualifications Excellent organization, attention to detail, follow-through, and ability to prioritize multiple deadlines.

Strong written and verbal communication, customer service, teamwork, professionalism, and sense of urgency.

Sound judgment and problem-solving skills, with accountability for accurate records and timely follow-up.

Ability to learn HVAC equipment, manufacturer processes, warranty requirements, and company ERP/workflow systems.

Experience coordinating projects, orders, documentation, logistics, or warranty/service activities is preferred.

Benefits Medical and Dental Insurance, Vision HRA, Flexible Spending Acct (FSA), Long-term Disability insurance, 401(k) + Match, Paid Time Off (PTO), Industry Education Assistance, Employee Assistance Program (EAP), Employee Discount