Equipment Project Coordinator

Job Title: Equipment Project Coordinator 

Job Location: Nashville, TN 

Reports to: Strategic Accounts Project Management Team Leader 

FLSA Status: Exempt 

This is a FULL-TIME position 

 
We are seeking a dynamic, service-driven individual who thrives in working in a fast-paced, relationship-rich environment. As a Project Coordinator, this individual will be responsible for coordinating submittals, equipment selection, pricing, and ship dates for each assigned project. A Project Coordinator must have the ability to learn new skills and knowledge about Designed HVAC systems and the related HVAC Equipment, Air Distribution and Hydronics in the context of project management. 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. 

 
Responsibilities 

This role is responsible for the following: 

• Optimize the project through the stages of product selection, specifications, plans, estimates, proposals, value engineering and redesigns. 

• Manage multiple projects on an ongoing basis 

• Manage project costs ensuring targeted project performance is achieved. 

• Align project schedules and deliverable deadlines to customers’ project milestones 

• Communicate with owners, architects, MEP Consultants and General, Mechanical, Electrical, and Controls Contractors 

• Develop and grow relationships with customers, contractors, project engineers and manufacturers 

• Investigate concerns, implement corrective action and communicate with customers and co-workers as necessary to maximize customer satisfaction 

• Read, understand and interpret building plans & specifications 

• Create and maintain job files for each project throughout its duration 

• Organize project related data for order entry 

• Assist with distribution and receipt of submittals 

• Track ship dates and shipments to delivery; communicates with customers regarding updates 

• Communicate effectively with team members, customers and factories concerning details of project 

• Generate equipment selections during project execution as needed. 

• Generate additional quotes as needed during project execution. 

• Respond to and track IOM & Submittal requests 

• Track, maintain, and find opportunity to improve project margin through the execution phase. 

• Collaborate regularly with Parts, Service (for equipment start-up, functional testing, and commissioning purposes), and Accounting (invoicing coordination); prepare reports regularly 

The Required Profile 

• Associates or bachelor’s degree in Engineering or related field and 4+ years account management and leadership experience; or equivalent experience 

• Mechanical Contracting with emphasis on HVAC Equipment, Engineering or Construction industry experience preferred 

• Excellent initiative, and interpersonal communications skills and a demonstrated ability to influence others 

• Ability to prioritize, multi-task, deal with conflict and ambiguity and manage high volume projects 

• Strong PC skills in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook 

Strategic and Operating Skills 
A Project Coordinator must have the ability to learn new skills and knowledge about Designed HVAC systems and the related HVAC Equipment in the context of project management. This includes but is not limited to the following: 

• Ability to understand system components and their impact on a designed system 

• Ability to be open about finding new and innovative solutions 

• Ability to handle uncertainty and make decisions without know the complete story 

• Ability to discern workload to prioritize tasks to balance and meet all project goals in a timely manner 

• Ability to be open to changing and improving processes to maximize workflow 

• Ability to manage people and situations when conflict arises 

Personal and Interpersonal Skills 

• Ability to establish and grow relationships with customers through effective verbal and written communication 

• Dedicated to the needs of the customers, manufacturers and peers and has the patience to actively listen to all business partners. 

• Ability to solve problems in a high stress environment with other sales team members, customers or manufacturers 

• Demonstrates integrity and trust through appropriate directness and truthfulness. 

• Ability to understand personal strengths and weaknesses, seek feedback and improve upon shortcomings 

• Ability to communicate and transfer knowledge in a precise, concise, and logical manner 

Environmental Requirements 

A Project Coordinator will be required to work in an office environment both with Project Coordinator and Account Executives. Visiting jobsites for meetings, equipment deliveries, etc. will take place based on individual project requirements. 

 
Physical Demands 
While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms. The employee frequently is required to stand, walk, and sit. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus. 
NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization. 

 
Benefits: 

• 401(k) 

• 401(k) matching 

• Dental insurance 

• Health insurance 

• Health savings account 

• Life insurance 

• Paid time off 

• Vision insurance 

• EAP 

• Pet Insurance 

• STD/LTD 

• Critical Illness/Accident  

• PTO 

• Employee Development 

Hobbs & Associates, Inc. is an Equal Opportunity Employer