Commercial Project Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Vision insurance

Mechanical / HVAC & Plumbing A support role built for a seasoned tradesperson.
You’ve spent a career in commercial mechanical and plumbing work — ideally in occupied condominiums and high-rises — and you know exactly how a job is supposed to run: how to read a scope, how to catch a missing material before it turns into a Friday-afternoon emergency, and how to talk to a building manager so they actually trust the answer.

Maybe you’re ready to step off the ladder and out from under the physical load, or to hand off the pressure of running a department — but you’re not ready to stop being useful. You still want a seat where all that hard-won knowledge keeps making a difference, just at a steadier and more predictable pace.

If that sounds like you, this role was written with you in mind.

THE ROLE

Our Commercial Mechanical/HVAC and Commercial Plumbing departments are both growing faster than their managers can keep up with on their own. This is a newly created support position that lifts the day-to-day job coordination off the managers’ plates so they can run their departments — while you run the jobs.

You’ll own the life cycle of commercial jobs across both trades: setting jobs up, coordinating with customers, making sure technicians are dispatched to the right place with the materials they need, and working hand-in-hand with the warehouse to keep work moving. The split is roughly half plumbing and half HVAC/mechanical.

This is a support position — but it is not an entry-level one. It only works in the hands of someone who has lived this work and can tell at a glance when a job is on track and when it isn’t.

THE BUILDINGS & SYSTEMS WE WORK IN

We work in condominiums — occupied, high-rise residential buildings where the systems run year-round and there is never a convenient time for them to be down. The equipment is specific, and so is the knowledge it takes to coordinate work on it:

On the plumbing side

 

• Domestic water — hot and cold water risers, booster and pressure systems, recirculation, and water heating.

• Waste water — sanitary and vent stacks, drainage, and ejector / sump pump systems.

• Condenser water — the condenser water piping loop that ties the building’s heat pumps together.

On the mechanical side

 

• Water source heat pumps (WSHPs) — the unit-level equipment served by a common condenser water loop.

• DOAS — dedicated outdoor air systems handling ventilation and makeup air.

• Cooling towers & pumps — heat rejection for the loop, plus the condenser water pumps that keep it moving.

• VFDs & controls — variable frequency drives on the pumps and towers, and the controls that tie it all together — the whole nine.

• Boilers — loop boilers that add heat to the condenser water loop when the building calls for it.

Condenser water is where the two trades meet — it is plumbing pipe and mechanical load at the same time. That overlap is exactly why this role spans both departments: one person who understands the whole loop, not two who each see half of it.

HOW A JOB FLOWS THROUGH YOUR HANDS (applies to both trades)

Whether the job is plumbing or mechanical, the path is the same. You are the owner of that path from the first phone call to the final invoice:

1. Spec & scope. Coordinate with building managers and customers to schedule the spec visit. Schedule the right technician and brief them on exactly what they’re speccing before they head out. Make sure the completed spec form and scope of work come back from the tech who specced it.

2. Quote & permits. Get the material list to vendors for quoting. Verify permit requirements for the job and coordinate with the permit coordinator to pull what’s needed.

3. Proposal. Bring the material quote and scope to the department manager to build the proposal — with the goal that you take this over independently once you know our system. Coordinate getting the proposal to the customer and field their questions, passing anything above your call back to the manager.

4. Deposit & materials. Once the proposal is signed, send the deposit invoice to the customer and hand the material list to the warehouse to purchase.

5. Scheduling. When the material arrives — or sooner, if the manager approves — schedule the job.

6. Day-before check. Confirm with the technician who specced the job that every material they need is staged in the warehouse. If something’s missing, send them to the supply house.

7. Morning-of. Make sure each technician is ready and knows exactly where they’re going.

8. On the job. Stay in communication with the technicians throughout the day and report progress back to the customer.

9. Closeout. Confirm the job went as planned. Track man-hours and material cost against budget, send the final invoice, and verify the customer is happy with the work.

WHAT’S DIFFERENT IN EACH TRADE

Commercial Plumbing (~50%)

 

• Coordinate plumbing spec visits with building managers and customers, and dispatch the plumbing technician to spec the job.

• Make sure spec forms and material lists go to plumbing vendors for quoting, and that the scope of work is fully completed.

• Verify plumbing permit requirements and work with the permit coordinator to pull permits.

• Plan around occupied-building realities — water shut-downs, riser isolation, and resident notice — so domestic water, waste, and condenser water work lands with minimal disruption.

• Track plumbing material against the proposal so the warehouse orders the right parts and the job stays on budget.

Commercial Mechanical / HVAC (~50%)

 

• Coordinate mechanical spec and survey visits and dispatch the right technician to scope WSHPs, DOAS units, cooling towers, pumps, VFDs, and condenser water piping.

• Account for equipment lead times early — WSHPs, DOAS units, cooling tower components, boilers, pumps, and VFDs can carry long lead times that drive the schedule, so flag them as soon as the job is sold.

• Get equipment and material lists to mechanical vendors and suppliers for quoting, and confirm submittals/specs match what was specced.

• Coordinate any required startup, commissioning, or inspection steps so the job closes out clean.

Across both trades

 

• Be the steady point of contact customers and building managers call — calm, clear, and credible.

• Work shoulder-to-shoulder with the warehouse on ordering, staging, and material availability.

• Keep multiple jobs moving at once without letting any of them slip through the cracks.

• Track man-hours and material spend so each manager always knows whether jobs are landing on budget.

WHAT YOU BRING

• Substantial hands-on or project experience in commercial plumbing and/or commercial mechanical/HVAC. You don’t have to be an expert in both — but you must be strong in one and genuinely conversant in the other.

• Direct familiarity with condominium / high-rise systems — condenser water loops, water source heat pumps, DOAS, cooling towers, boilers, pumps, and VFDs — is a major plus.

• The ability to look at a scope and a material list and know whether it’s right.

• Comfort coordinating technicians, vendors, suppliers, and the warehouse — keeping everyone pointed the same direction.

• Strong, calm customer communication, especially when answering questions or relaying status.

• Organized and detail-driven, with the ability to juggle several active jobs at once.

• Basic computer comfort — email and our scheduling/ordering system (we’ll train you on our tools).

WHY YOU’LL LIKE IT HERE

• The physical load is off your shoulders — this is a phone, desk, and coordination role, not a rooftop in August.

• Predictable rhythm and steady hours. 

• Your experience is the whole point of the job — you’ll set the standard for how jobs get run and quietly mentor the techs and the next coordinator coming up behind you.

• Two growing departments that genuinely need you. The work is real and the impact is visible from day one.

• Compensation $50,000 - $75,000 Per Year, with benefits.

HOW TO APPLY

Send your résumé — or just a note about your background and what you’re looking for — to [View email address on us.fitly.work]. If you’ve run commercial plumbing or mechanical work and want to put that experience to work without carrying the whole load, we want to hear from you.

Total Appliance & A/C Repairs Inc. is an equal opportunity employer. We consider all qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other protected characteristic.