Building Automation Project Coordinator L3 (Utah)

Project Coordinator

Control Solutions Group is seeking a high-energy, detail-oriented Project Coordinator to join our Utah branch. We are currently expanding our team to meet strong regional growth and require a process-driven specialist who thrives in a high-velocity construction environment. You aren't just an administrator; you are the connective tissue between our Sales, Engineering, and Field teams. You will own the project lifecyclefrom contract execution to final retention recovery. Your mission is to eliminate administrative friction and protect project margins, ensuring our engineers and technicians can focus on what they do best: delivering world-class Building Automation Systems.

Essential Duties & Responsibilities

Project Initialization & Submittals

• Project Setup: Create digital project folders; ensure all contract documents, estimates, and scopes of work are organized and accessible.
• Submittal Coordination: Work with Engineering team to verify equipment selections conform with project specifications. Compile technical data sheets for BAS controllers, sensors, and peripheral devices. Track submittal status with engineers and GCs to ensure "Approved" status is met before mobilization.

Procurement & Logistics

• Purchase Orders: Issue POs to vendors based on the approved engineering takeoff.
• Lead Time Management: Proactively track shipping dates and communicate potential delays to the Operations Manager to prevent site downtime.
• Inventory Management: verify shipments, organize and consolidate project materials. Generate equipment transmittals and facilitate deliveries.

RFI Management

• RFI Generation: Draft formal Requests for Information based on technical gaps identified by the Engineering or Field teams (e.g., missing mechanical schedules, conflicting wiring diagrams, or site access constraints).
• Pipeline Tracking: Maintain an RFI Log to track "Open" vs. "Closed" queries. Proactively follow up with General Contractors or Engineers of Record.
• Information Distribution: Once an RFI is answered, immediately distribute the resolution to the relevant Project Manager, Engineer, and Lead Technician to ensure the "Latest and Greatest" information is being used on-site.
• Cost Impact Awareness: Flags RFIs that result in a "Change in Scope" for the Sales or Project Management team to ensure a Change Order is processed before work commences.

Change Order & Scope Management

• Change Order Log Maintenance: Own and update the master Change Order Log for all active projects. Track every CO from "Identified" to "Quoted" to "Approved" and finally "Invoiced."
• Proposal Support: Assist Sales or Project Managers in compiling the "backup" for CO proposals, including labor hour estimates, material quotes, and updated equipment counts.
• Follow-up & Persistence: Regularly follow up with General Contractors and Owners on outstanding CO proposals. Ensure no "extra work" proceeds without a signed CO or a formal "Proceed at Risk" directive from the Branch Manager.
• Internal Coordination: Once a CO is approved, ensure the Engineering team receives the new scope details to update drawings and the Admin Lead is notified to add the value to the monthly AIA billing.

Project Closeout

• As-Builts & O&Ms: Collect red-lined drawings from the field and compile professional Operation & Maintenance manuals.
• Warranty Management: Issue warranty letters and archive project databases upon completion

Physical Requirements:

• Office & Warehouse Navigation: Ability to move between a professional office environment and a warehouse/loading dock area frequently.
• Site Visits: Ability to visit construction jobsites. This requires the ability to walk on uneven surfaces, climb stairs, and wear required PPE (Hard hat, safety glasses, steel-toed boots).

Qualifications

Qualifications:

• Industry Background: 25 years of experience in the construction or specialty contracting industry (BAS Controls, Mechanical, Electrical, or HVAC is preferred).
• Project Flow Knowledge: Proven experience managing the Submittal, RFI, and Change Order processes.
• Financial Literacy: Basic understanding of construction accounting, specifically AIA Progress Billings (G702/G703) and lien waivers.
• Documentation: Experience reading and interpreting construction blueprints , specifications, and floor plans.
• Software Proficiency: Advanced skills in Microsoft Excel (pivot tables, VLOOKUPs, and data entry are daily requirements).
• Digital Tools: Experience with construction management software (e.g., Procore, Bluebeam Revu, or PlanGrid ) is highly desirable.
• Prioritization: The ability to manage 20+ active projects simultaneously without losing track of deadlines.
• Communication: High-level verbal and written communication skills for "managing up" to the Branch Manager and "managing out" to General Contractors.
• Conflict Resolution: The "grit" to follow up on unpaid invoices or unapproved Change Orders without damaging customer relationships.
• Detail Orientation: A "perfectionist" streak when it comes to O&M manuals and project closeout packets.