Project Coordinator

Job Description

Job Description

Description:

The Project Coordinator provides procurement, administrative, and logistical support to the Projects Division, helping to ensure that unit replacements, equipment retrofits, large equipment replacement projects, piping projects, and similar work are delivered on schedule, within budget, and to the highest level of customer satisfaction. The Project Coordinator serves as a central point of contact between Project Managers, Project Sales Engineers, vendors, manufacturers, warehouse and logistics personnel, and field staff, tracking equipment and materials from order placement through delivery, installation, and project closeout. Tied into the overall team picture, the Project Coordinator helps ensure that schedule and financial objectives are met through efficient and effective coordination. This position is based in the Phoenix office and supports the Phoenix and Tucson branches, providing coordination support to multiple Project Managers and Project Sales Engineers across both locations. This coordination may require travel to project sites to organize and facilitate subcontractor bids and site walks for a specific project on behalf of a Project Manager or Project Sales Engineer.

Primary Duties/Responsibilities:

· Equipment Procurement: Responsible for ordering equipment, materials, and specialty items once a project has been booked and approved. Verify that model numbers, quantities, capacities, voltage/phase, options, and accessories match the approved quote, scope of work, and submittals prior to releasing the order.

· Purchase Orders: Create, issue, and process purchase orders for equipment, materials, freight, rental, and subcontract services. Maintain accurate PO records, verify vendor pricing against quoted cost, and track committed costs against the project budget. Seek Project Manager or Project Sales Engineer, or management approval for cost variances as necessary.

· Submittal Verification: Review submittal documents, equipment schedules, drawings, and order acknowledgments for accuracy and completeness against the approved scope of work. Identify discrepancies and coordinate corrections with the vendor or manufacturer before equipment is released for production.

· Lead Times, Shipping, and Delivery: Follow up with manufacturers, vendors, and freight carriers on order acknowledgments, production schedules, lead times, ship dates, tracking information, and delivery windows. Proactively identify long-lead items, backorders, and schedule risks and escalate to the Project Manager or Project Sales Engineer.

· Project Tracking and Communication: Maintain current and accurate equipment, order, and delivery information in the company project tracking system. Communicate lead times, ETAs, delivery dates, and any changes to Project Managers, Project Sales Engineers, field personnel, and logistics staff in a timely manner.

· Warehouse Staging and Delivery Coordination: Assist the Warehouse Coordinator, Project Managers, and Project Sales Engineers with the receipt, inspection, staging, and release of project equipment and materials. Coordinate delivery dates, offloading requirements, rigging or crane needs, and site access with the Project Manager or Project Sales Engineer, the customer, and vendors.

· Receiving and Damage Documentation: Ensure equipment and materials are inspected at the time of delivery and that packing slips, bills of lading, and photographs documenting condition are obtained and filed. Note and report shortages or freight damage within carrier claim time limits.

· Warranty, Defect, and Damage Claims: Handle issues involving equipment warranty, manufacturer defect, and damage incurred during shipping or handling. File and track claims, coordinate replacement equipment or parts, obtain credits or replacements, and follow through to resolution with the Project Manager or Project Sales Engineer.

· Field Verification: Visit job sites as required to field verify existing equipment details, model and serial numbers, dimensions, curb and adapter requirements, electrical and piping connections, and rigging or access constraints; verify the accuracy of ordered equipment and materials; and investigate issues as they arise.

· Project Closeout: Prepare and process warranty letters, O&M manuals, startup reports, as-built documentation, and other closeout documents for customers on completed projects. Ensure closeout packages are complete, accurate, and delivered within contractual time frames, and that warranty start and expiration dates are recorded.

· Vendor Invoicing and Billing: Follow up with vendors for invoices, packing slips, and supporting documentation. Research and resolve billing discrepancies, pricing errors, freight charges, and open purchase order balances by interfacing with Accounts Payable, vendors, Project Managers, and Project Sales Engineers so that projects can be billed and closed accurately and on time.

· Change Orders and Added Scope: Assist Project Managers and Project Sales Engineers with the procurement and documentation of change orders and added scope, including obtaining vendor and subcontractor quotes and issuing revised or additional purchase orders.

· Subcontractor Bid Coordination: Travel to project sites as needed to organize and facilitate subcontractor site visits and walkthroughs, solicit and track subcontractor bids, compare scope and pricing, and assemble bid documentation for a specific project on behalf of a Project Manager or Project Sales Engineer.

· Subcontractor Administration: Assist with subcontract administration as directed, including issuing subcontract purchase orders, collecting certificates of insurance, W-9s, and lien waivers, and tracking subcontractor invoicing.

· Rental Equipment and Site Logistics: Coordinate cranes, lifts, temporary equipment, dumpsters, and similar rental items as needed. Track rental start and return dates to avoid unnecessary cost.

· Permits and Inspections: Assist with the application, tracking, and posting of required permits, and coordinate inspection scheduling with the authority having jurisdiction as directed.

· Startup and Commissioning Support: Coordinate factory startup technicians, controls vendors, and manufacturer representatives as required, and ensure startup and commissioning documentation is obtained and filed.

· Document Control: Maintain organized electronic project files, to include, but not limited to, quotes, purchase orders, submittals, order acknowledgments, packing slips, warranty documentation, and closeout records, in accordance with company record retention practices.

· Safety and Job Site Conduct: Comply with all company, customer, and job site safety requirements, including required personal protective equipment and site-specific orientation, when visiting job sites.

· Other Duties: Perform other duties as assigned by the Director of Projects in support of the Projects Division.

Objectives/Goals:

· Foster and maintain internal company relations.

· Develop and maintain external relations with customers, vendors, and manufacturers.

· Promote customer experience and satisfaction.

· Ensure equipment and materials arrive complete, undamaged, and on schedule.

· Maintain accurate and current project information in company tracking systems.

· Support project profitability through accurate procurement, cost tracking, and timely billing.

· Obtain competency in understanding all field disciplines and activities.

· Provide administrative, procurement, and project support.

· Materials and equipment procurement.

· Subcontract administration.

· Timely and complete project closeout.

Requirements:

Required Skills/Abilities:

· Demonstrated ability to develop rapport and productive working relationships with clients, vendors, and co-workers.· Values and displays exceptional customer service.· Strong organization skills, with the ability to manage multiple projects and competing priorities simultaneously.· Strong communication and coordination skills.· High attention to detail and accuracy when reviewing equipment schedules, submittals, and purchase orders.· Ability to read and interpret submittal documents, equipment schedules, and basic mechanical drawings.· Ability to work independently, follow through on open items, and escalate issues proactively.· Ability to support and prioritize the needs of multiple Project Managers and Project Sales Engineers across more than one branch location.· Proficiency with Microsoft Office, with the ability to learn company ERP, project tracking, and document management systems.

Education and Experience:

· Over 18 years of age· High School diploma or GED· Minimum 1-3 years in HVAC, mechanical construction, or a related project or facility service business· Familiarity with HVAC equipment, mechanical and piping systems, and purchase order and procurement processes· Experience with project documentation, submittals, and closeout packages preferred· Strong written and verbal English skills· Valid driver's license with driving record in good standing

Physical Requirements:

· Prolonged periods sitting at a desk and working on a computer.· Must be able to lift up to 40 pounds at times.· Must be able to travel to and access active job sites, including climbing stairs and ladders and accessing rooftops, mechanical rooms, and equipment areas.· Must be able to traverse job sites with uneven or unfinished surfaces.· Must be able to wear required personal protective equipment and work in environments with exposure to outdoor weather conditions, dust, noise, and temperature extremes.

Work Environment and Travel:

This position is primarily office based, with regular local travel to job sites, the warehouse, and vendor or supplier locations throughout the Phoenix and Tucson markets, including site visits to organize and facilitate subcontractor bids and walkthroughs. Occasional travel to the Tucson branch and to Tucson-area job sites is required. Occasional work outside of normal business hours may be required to support equipment deliveries, project milestones, and customer schedules.