Commercial HVAC Projects Coordinator

Job Description

Job Description

Position Summary
The Project Coordinator is responsible for supporting the successful execution of commercial projects by managing scheduling, communication, documentation, and financial tracking. This role serves as a central point of coordination between field technicians, project managers, contractors, and vendors to ensure projects are completed on time, within budget, and to company standards.

Key Responsibilities

Scheduling & Dispatch

• Route and dispatch technicians to service calls and project sites based on skillset, location, and priority

• Coordinate daily schedules to ensure efficient workforce utilization

Communication & Coordination

• Serve as the primary point of contact (POC) for contractors and external partners

• Conduct daily check-ins with field teams and project managers for status updates

• Participate in and help coordinate team meetings 

• Respond to and manage RFIs (Requests for Information)

Project Administration

• Create and manage projects in ServiceTitan, including job costing and tracking

• Maintain organized job folders with all project documentation

• Prepare and manage spec sheets and submittals

• Coordinate inspection reports for commercial properties when required

• Ensure all required permits are obtained and maintained

Estimating & Procurement

• Prepare and organize price quotes; assist with negotiating pricing and terms

• Manage RFPs (Requests for Proposal) and maintain bid schedules

• Issue and track purchase orders for materials and services

• Monitor material orders to ensure timely delivery

Financial Tracking

• Review and approve daily project time logs for accuracy and efficiency

• Manage pay applications from contractors and suppliers

• Track retainage to ensure proper final payments

• Assist with project cost tracking and budget adherence

Project Execution & Closeout

• Manage and document change orders, including communication and approvals

• Coordinate pipe marking and project labeling requirements as needed

• Oversee project closeouts, ensuring all documentation, inspections, and payments are completed

Qualifications

• 2+ years of experience in project coordination, dispatching, or construction administration

• Experience in plumbing, HVAC, or construction industry preferred

• Strong organizational and multitasking skills

• Excellent communication and problem-solving abilities

• Proficiency in Microsoft Office (Excel, Word, Outlook)

• Experience with ServiceTitan or similar project management software preferred

• Ability to work in a fast-paced environment and meet deadlines

Key Skills

• Time management and prioritization

• Attention to detail

• Negotiation and vendor coordination

• Financial and job cost tracking

• Team collaboration and communication

Work Environment

• Office-based role with frequent coordination with field teams

• May require occasional extended hours depending on project demands