Project Coordinator

Job Description

Job Description

Job Title : Project Coordinator
Job Location : Elkridge MD
Operating Company: Hobbs & Associates
FLSA Status : Exempt
Salary Range: 60-65k Annually

About:
The Project Coordinator / Project Support Specialist provides administrative and coordination support across parts, service, sales, and project management functions. This role helps maintain documentation, track schedules and shipments, process orders, and communicate routine updates to ensure smooth project execution.

The position reduces direct ownership of budgets, client relationships, and strategic decisions, while still offering hands-on exposure to projects in an HVAC/MEP environment. Must be detailed and customer service oriented along with having excellent organizational skills. Position requires a high level of oral and written correspondence with the Sales Team, Customers and Manufacturers to ensure timely completion of assigned projects while maintaining customer satisfaction. Must be able to work well with others in a fast-paced & high-volume environment.

Hobbs & Associates - A member of the  AIR Control Concepts   family.

Hobbs & Associates specializes in providing heating, ventilation, and air conditioning (HVAC) products and engineering services to commercial and industrial building contractors, architectural design firms, and business owners. Our collaborative approach helps bring lasting community infrastructure to life, including schools, universities, hospitals, military and municipal buildings, entertainment venues, hotels, and multi-family residences. 

Check out our website : Hobbs & Associates

Responsibilities

Project Administration & Documentation

• Create, maintain, and close out project/job files; ensure documentation accuracy and completeness.
• Prepare and format project documentation (e.g., quotes, submittals, IOM requests, correspondence, change logs, etc.).
• Organize project-related data for order entry; support data integrity in ERP/CRM systems.

Scheduling & Tracking

• Track manufacturer lead times, ship dates, and deliveries; update internal trackers and stakeholders.
• Monitor milestone deadlines and provide reminders to internal teams to keep activities on schedule.
• Assist with status reports and routine project progress summaries.

Communication & Coordination

• Provide routine updates to internal teams, service, and sales; escalate issues per defined protocols.
• Respond to basic inquiries regarding documentation, submittals, and shipment status.
• Support coordination between Parts, Service (start-up, functional testing, commissioning), Accounting (invoicing), and Project Management.

Quotes & Order Support

• Assist in generating quotes for parts and aftermarket equipment following established templates and pricing guidelines.
• Enter orders, validate item details, and ensure timely confirmations; assist counter sales when needed.
• Support accounts receivable follow-up for parts/equipment per direction of Accounting.

Clerical & Operational Support

• Perform general clerical tasks (emailing, copying, scanning, filing, data entry).
• Track and report on factory/manufacturer lead times and order status; maintain shared dashboards.
• Keep management informed of progress and knows when to call for assistance to keep processes moving.

Experience and Qualifications
Required

• 1 years of experience in project coordination, operations support, customer service, or related administrative role.
• Familiarity with construction, mechanical/electrical/controls, HVAC, or building systems environment (or willingness to learn).
• Proficiency with MS Office (Excel, Outlook, Word); experience with ERP/CRM systems (e.g., SAP, NetSuite, Sage, Salesforce, or similar).
• Strong organizational skills with high attention to detail and documentation accuracy.
• Clear written and verbal communication; comfortable interacting with internal teams and vendors.
• Ability to juggle multiple tasks, manage time, and follow standardized processes.

Preferred

• Experience handling submittals, IOMs, or commissioning documentation.
• Prior exposure to order entry, quoting, or parts counter operations.
• Knowledge of construction schedules, milestones, and document control best practices.
• Familiarity with MEP stakeholders (owners, architects, consultants, contractors).

Education

• Associate’s or Bachelor’s in Business or related field.

Core Skills & Competencies

• Organization & Accuracy: Maintains orderly files and clean data; catches inconsistencies early.
• Process Discipline: Follows SOPs, templates, and escalation paths; adheres to deadlines.
• Communication: Delivers timely, clear, and professional updates; documents interactions.
• Collaboration: Works well with Parts, Service, Sales, Accounting, and PMs; supports team goals.
• Customer Orientation (Support Level): Provides courteous, clear responses and knows when to escalate.
• Problem Solving: Identifies routine issues (e.g., shipment delays, missing docs) and proposes practical next steps.
• Technical Aptitude: Comfortable learning vendor portals, ERP/CRM, and common project tools (SharePoint, Teams).

Tools & Systems

• Productivity: Microsoft Excel/Word/Outlook/Teams, SharePoint
• Business Systems: ERP/CRM platforms (e.g., SAP, NetSuite, Sage, Salesforce)
• Scheduling/Tracking: Project trackers, manufacturer portals, internal dashboards

Performance Indicators (KPIs)

• On-time maintenance of project files and documentation accuracy
• Lead-time and shipment tracking completeness; timely status updates
• Quote/Order entry accuracy and turnaround time
• Submittal/IOM response times and closure rates
• Internal stakeholder satisfaction (PMs, Parts, Service, Accounting)

Work Environment & Physical Requirements

• Office-based with routine computer use; occasional warehouse or jobsite visits as directed.
• Ability to lift up to 25 lbs occasionally (files, small parts boxes) if assisting counter or warehouse.
• May require periodic early/late communications aligned to vendor/customer schedules.

Benefits :
We offer a competitive and comprehensive benefits package, including:

• Health & Wellness – Medical, dental, vision, and life insurance coverage to support your well-being.
• Financial Security – 401(k) retirement plan with company match and short/long-term disability coverage.
• Work-Life Balance – Paid time off (PTO), paid holidays, and an employee assistance program (EAP).
• Professional Development – Ongoing training opportunities and support for continuing education.

The Company provides equal employment opportunity in accordance with applicable laws and prohibits discrimination and harassment. Employment decisions are based on business needs and qualifications.  The Company complies with disability laws and provides reasonable accommodations to qualified individuals.

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