Installation Administrative Coordinator (Experienced Project Coordinator)

Job Description

Job Description

Installation Administrative Coordinator (Experienced Project Coordinator)

Moore Mechanical | Novi, MI

Starting at $50,000

Position Summary

The Construction Project Coordinator (internally titled Installation Administrative Coordinator) supports the successful execution of residential and commercial HVAC and plumbing installation projects. Working closely with the Project Manager and field teams, this role helps coordinate project documentation, permits, inspections, material tracking, and project closeout while ensuring projects remain organized, on schedule, and properly documented. This position serves as a key link between the office and the field, helping project teams deliver high-quality work efficiently and effectively.

Essential Duties and Responsibilities

Project Administration & Documentation

• Manage and maintain project information within ServiceTitan and Microsoft Teams.
• Organize project files and ensure all required documentation is complete, accurate, and properly stored.
• Maintain project checklists and Stage Gate processes to support project progression from sales handoff through closeout.
• Assist with project closeout packages, including warranty documentation, manuals, and customer deliverables.
• Prepare and distribute drawings, project books, and supporting documentation for field teams.

Permits, Inspections & Compliance

• Obtain permits and schedule inspections for both residential and commercial installation projects.
• Coordinate plan reviews and other compliance-related requirements as needed.
• Assist with contractor prequalification forms, jobsite requirements, safety documentation, and related administrative compliance tasks.

Warranty, Rebate & Equipment Administration

• Register installed equipment for residential and commercial projects.
• Process equipment warranties and manufacturer part claims.
• Submit and track rebate applications.
• Maintain records of warranty work, call-backs, and project-related service issues.

Field & Operations Support

• Provide daily support to installation technicians through phone, text, and administrative coordination.
• Assist with weekly scheduling for installation teams.
• Create work orders and support day-to-day operational needs.
• Process warehouse transfer sheets and assist with material and project tracking.
• Help address customer concerns and coordinate issue resolution with the appropriate departments.

General Administrative Support

• Assist the General Manager, Service Managers, Project Managers, Sales Team, Engineering Team, and Field Supervisors with administrative tasks and special projects.
• Proactively identify opportunities to improve efficiency, organization, and communication within the installation departments.
• Perform other duties as assigned in support of departmental and company objectives.

What We're Looking For

• 1–3+ years of construction project coordination, administrative support, or related experience required
• Basic understanding of HVAC and plumbing systems preferred
• Experience with construction management software such as Procore, Autodesk, Smartsheet, ServiceTitan, or similar platforms preferred
• Excellent organizational skills with the ability to manage multiple projects and priorities simultaneously
• High attention to detail and a process-driven mindset
• Strong written and verbal communication skills with the ability to effectively coordinate between office staff, project managers, and field teams
• Proficiency in Microsoft Office, particularly Excel
• Ability to thrive in a fast-paced, collaborative environment

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