Project Coordinator

Job Description

Job Description

Project Coordinator

$20 - $30 per hour, based on experience

Richardson, TX | Full-Time

QBS Controls is looking for a Project Coordinator to support the successful execution of commercial HVAC controls and building automation projects. This role works closely with Project Managers, vendors, field technicians, and the accounting team to keep projects organized, on schedule, and financially on track through material procurement, project billing, and day-to-day operational support.

What You'll Do

• Order controllers, sensors, valves, actuators, panels, and other project materials
• Obtain vendor quotes and verify pricing, lead times, and product availability
• Track purchase orders, deliveries, backorders, and resolve material issues
• Coordinate deliveries to the office, warehouse, or job sites
• Maintain accurate material logs, job cost records, warranties, returns, and vendor credits
• Prepare monthly progress billings, including AIA G702/G703 pay applications and schedule of values updates
• Compile lien waivers, certified payroll, stored material documentation, and other billing support documents
• Coordinate billing submissions with general contractors and owners while tracking approvals and payment status
• Enter and reconcile billing information within the accounting system
• Set up new projects in accounting and project tracking systems
• Assist Project Managers with submittals, RFIs, change orders, closeout packages, and O&M manuals
• Maintain organized project documentation and document control
• Schedule project meetings, prepare meeting minutes, and track action items
• Coordinate subcontractor documentation, including insurance certificates, W-9s, and subcontract agreements
• Communicate material availability and delivery schedules with Project Managers and field technicians

What We're Looking For

• 2+ years of experience in project coordination, procurement, or construction administration
• Experience working with a mechanical, electrical, HVAC controls, or building automation contractor preferred
• Working knowledge of construction progress billing, lien waivers, and project documentation
• Proficiency with Microsoft Excel, Word, and Outlook
• Strong organizational skills with the ability to manage multiple projects and deadlines
• Excellent written and verbal communication skills
• Experience with Sage 100 Contractor or similar construction accounting software preferred
• Experience preparing AIA G702/G703 pay applications preferred
• Familiarity with HVAC controls, building automation systems (BAS/BMS), or low-voltage construction preferred
• Associate's or Bachelor's degree in Business, Construction Management, or a related field is a plus

What We Offer

• 100% company-paid health insurance premiums - for you AND your family
• 401(k) retirement plan with 4% company match
• Paid time off and paid holidays

Why Join QBS Controls?

At QBS Controls, you'll be part of a growing team that delivers high-quality building automation and HVAC controls solutions throughout North Texas. You'll play a key role in supporting successful projects while working alongside experienced project managers, technicians, vendors, and customers in a collaborative, team-oriented environment.

Candidates will be required to pass a drug screening & background check upon being given a conditional offer of employment.