Project Coordinator

Job Description

Job Description

Job Title: Project Coordinator Job Description

This role supports the successful delivery of HVAC construction projects by coordinating daily activities, maintaining project documentation, and serving as a key communication link between project managers, field staff, subcontractors, vendors, and customers. The project coordinator ensures projects stay organized, on schedule, and compliant with documentation and administrative requirements while contributing to a collaborative and growth-oriented environment.

• Assist project managers with the day-to-day coordination of HVAC construction projects across mechanical, electrical, and plumbing trades.
• Create, organize, and maintain comprehensive project files, including contracts, submittals, RFIs, change orders, and closeout documentation.
• Track project schedules, monitor milestones, and follow up on deadlines to help keep projects on time and on budget.
• Coordinate with field staff, subcontractors, vendors, and customers to support smooth project execution and resolve issues promptly.
• Schedule and organize meetings, site visits, inspections, and other project-related activities.
• Process purchase orders, invoices, and project billing documentation accurately and in a timely manner.
• Maintain accurate project records and update internal tracking systems to ensure information is current and accessible.
• Support permit applications and help ensure compliance with documentation and regulatory requirements.
• Prepare reports, meeting minutes, and project correspondence for internal and external stakeholders.
• Answer customer inquiries, provide clear project status updates, and deliver professional customer service.
• Perform data entry and document control tasks to ensure project information is complete, organized, and audit-ready.
• Provide general administrative support to project managers and the construction administration team as needed.

• Approximately 1.5 years of experience in a project coordinator role within construction trades such as mechanical, electrical, or plumbing.
• Hands-on experience working with RFIs, submittals, and change orders.
• Experience supporting HVAC projects or HVAC service calls.
• Background in construction administration, including document control and project documentation.
• Strong administrative support skills, including data entry and records management.
• Proficiency with Microsoft Office, including Microsoft Excel, for tracking and reporting.
• Effective customer service skills with the ability to communicate clearly and professionally with internal and external stakeholders.
• Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities in a fast-paced project environment.
• Attention to detail and accuracy when handling project documentation and financial records.

• Bachelor’s degree in Construction Management (CM).
• Very strong preference for previous HVAC experience in a construction or service environment.
• Experience coordinating work across mechanical, electrical, and plumbing trades.
• Experience preparing reports, meeting minutes, and professional correspondence.
• Ability to support permit applications and understand basic compliance documentation requirements.
• Interest in long-term career growth within construction project coordination and administration.
• Motivation to contribute to a team environment and support continuous improvement in project processes.

This is an in-office position with standard hours of 8:00 a.m. to 5:00 p.m. The role is based in a professional office environment that supports HVAC construction and service operations. You will work closely with project managers, field personnel, subcontractors, vendors, and customers, primarily using computer-based tools and internal tracking systems. Daily work involves frequent use of Microsoft Office applications, especially Microsoft Excel, along with other project documentation and administrative systems. The environment emphasizes organization, clear communication, and collaboration, with opportunities for long-term growth and bonus potential.

This is a Contract position based out of South Orange, NJ.

The pay range for this position is $31.00 - $33.00/hr.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in South Orange,NJ.

This position is anticipated to close on Aug 31, 2026.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing® winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications withoutregard to race, sex, age, color, religion, national origin, veteran status, disability,sexual orientation, gender identity, genetic information or any characteristic protectedby law.

If you would like to request a reasonable accommodation, such as the modification oradjustment of the job application process or interviewing process due to a disability,please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in thecity and county of San Francisco, we will consider for employment qualified applicantswith arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as acondition of employment or continued employment. An employer who violates this lawshall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process,including sourcing, screening, and evaluating candidates. AI helps assess applicationsand qualifications, but final decisions are made by our hiring team. By applying, youacknowledge and agree that your application may be reviewed using AI tools.