Project Coordinator

Job Description

Position Summary

The Onsite Project Coordinator serves as the full-time, on-site manager responsible for overseeing all HVAC maintenance contract activities at the Garland VA Medical Center (Garland, TX) and Bonham VA Medical Center (Bonham, TX). This is a prime contractor position with no delegation of authority to subcontractors. The coordinator reports directly to the Contracting Officer's Representative (COR) and is the primary point of accountability for all contract deliverables, scheduling, safety compliance, and documentation.

Key Responsibilities

Operations Management

· Direct, coordinate, and oversee all on-site activities of service providers and subcontractors performing preventative maintenance, corrective repairs, and emergency repairs across both VA campuses

· Schedule all services in accordance with the equipment maintenance schedule, factoring in equipment type, location, application, and running time

· Ensure all work is performed within the terms and conditions of the signed contract agreement

· Report active funding status and deficiencies directly to the COR; escalate special projects and emergency situations promptly

Preventative Maintenance Oversight

· Manage execution of quarterly, semi-annual, and annual maintenance tasks as defined in the Statement of Work and Exhibits A and B, including filter replacements, fan and blower inspections, belt and pulley checks, drain pan servicing, coil cleaning, and lubrication of moving parts

· Ensure technicians restore equipment to full operational service within 48 hours of arriving on-site for routine and corrective repair calls

· Ensure a certified technician is on-site within 12 hours of any service call acknowledgment

· Coordinate emergency response to meet the contract's 1-hour phone acknowledgment and 2-hour on-site response requirement, 24/7/365

Documentation and Compliance

· Review and consolidate all service documentation in accordance with COR direction and tasking sheet requirements

· Submit maintenance logs to the VA for all scheduled and unscheduled preventative maintenance no later than 3 working days after work completion

· Manage all documentation to VA standards throughout the contract period

· Consult OEM manufacturer guidelines annually for any updates or revised recommendations and incorporate changes into the maintenance program

· Ensure all contractors adhere to VA check-in and check-out processes

Safety and Regulatory Compliance

· Verify that all contractors and subcontractors follow Lockout/Tagout (LOTO) procedures in accordance with OSHA 29 CFR 1910 and OSHA 29 CFR 1926

· Confirm all technicians possess required certifications and licenses, including EPA Section 608, NATE Certification, HVAC/Conditioned Air Contractor License, and applicable state and local licenses

· Ensure compliance with ASHRAE standards and Texas Commission on Environmental Quality (TCEQ) requirements---

Required Qualifications

· Minimum 3–5 years of experience in electrical, HVAC, and/or facilities operations management

· Demonstrated ability to manage multi-site maintenance programs and coordinate teams of technicians and subcontractors

· Familiarity with OEM manufacturer maintenance standards and the ability to apply them in a structured preventative maintenance program

· Working knowledge of federal contract compliance requirements, including VA check-in/check-out protocols and documentation standards

· Strong organizational and scheduling skills with the ability to manage competing priorities across two campuses

· Effective written and verbal communication skills for COR reporting, maintenance log preparation, and subcontractor coordination---

Preferred Qualifications

· Prior experience working on federal government or VA facility contracts

· Technical background in HVAC systems, including air handling units, rooftop units, cooling/heating coils, dampers, fans, belts, and associated controls

· Familiarity with ASHRAE standards and TCEQ regulatory requirements

· Knowledge of OSHA LOTO procedures and general construction site safety practices

Garland VA Medical Center, 2300 Marie Curie Blvd, Garland, TX 75042

Bonham VA Medical Center, 1201 E. 9th St, Bonham, TX 75418