Commercial HVAC Projects Coordinator

Job Description

Job Description

Benefits:

• 401(k) matching
• Bonus based on performance
• Company parties
• Competitive salary
• Dental insurance
• Employee discounts
• Health insurance
• Opportunity for advancement
• Paid time off

Position Summary
The Project Coordinator is responsible for supporting the successful execution of commercial projects by managing scheduling, communication, documentation, and financial tracking. This role serves as a central point of coordination between field technicians, project managers, contractors, and vendors to ensure projects are completed on time, within budget, and to company standards.

Key Responsibilities

Scheduling & Dispatch

• Route and dispatch technicians to service calls and project sites based on skillset, location, and priority

• Coordinate daily schedules to ensure efficient workforce utilization

Communication & Coordination

• Serve as the primary point of contact (POC) for contractors and external partners

• Conduct daily check-ins with field teams and project managers for status updates

• Participate in and help coordinate team meetings

• Respond to and manage RFIs (Requests for Information)

Project Administration

• Create and manage projects in ServiceTitan, including job costing and tracking

• Maintain organized job folders with all project documentation

• Prepare and manage spec sheets and submittals

• Coordinate inspection reports for commercial properties when required

• Ensure all required permits are obtained and maintained

Estimating & Procurement

• Prepare and organize price quotes; assist with negotiating pricing and terms

• Manage RFPs (Requests for Proposal) and maintain bid schedules

• Issue and track purchase orders for materials and services

• Monitor material orders to ensure timely delivery

Financial Tracking

• Review and approve daily project time logs for accuracy and efficiency

• Manage pay applications from contractors and suppliers

• Track retainage to ensure proper final payments

• Assist with project cost tracking and budget adherence

Project Execution & Closeout

• Manage and document change orders, including communication and approvals

• Coordinate pipe marking and project labeling requirements as needed

• Oversee project closeouts, ensuring all documentation, inspections, and payments are completed

Qualifications

• 2+ years of experience in project coordination, dispatching, or construction administration

• Experience in plumbing, HVAC, or construction industry preferred

• Strong organizational and multitasking skills

• Excellent communication and problem-solving abilities

• Proficiency in Microsoft Office (Excel, Word, Outlook)

• Experience with ServiceTitan or similar project management software preferred

• Ability to work in a fast-paced environment and meet deadlines

Key Skills

• Time management and prioritization

• Attention to detail

• Negotiation and vendor coordination

• Financial and job cost tracking

• Team collaboration and communication

Work Environment

• Office-based role with frequent coordination with field teams

• May require occasional extended hours depending on project demands