HVAC Project Coordinator

Project Coordinator

Company: Hoffman & Hoffman

Reports to: Branch Manager

FLSA Status: Exempt

Position Purpose: The Project Coordinator assists outside sales in providing excellent customer service to our customers. This is done by understanding our customer's needs, providing a high-level of technical support, and selecting the most optimum equipment based on the project needs. The Project Coordinator maintains and develops existing customer relationships through quality service and supporting their needs. The ideal candidate has a strong technical understanding of HVAC products and systems, as well as excellent time management, interpersonal and communication skills.

Employment at Will: Nothing herein is intended to create a contract of employment or to guarantee employment for a definite duration.

Duties and Responsibilities:

• Collaborate with H&H sales team to understand customer requirements, promote the sale of company products, and to provide sales support.
• Confer with customers and sales engineers to assess HVAC equipment needs and to determine system requirements.
• Complete take-offs, estimates, quote letters and submittal packages based on plans and specifications.
• Book projects, manage project documents, enter orders, work with credit department, and expedite orders when necessary.
• Process orders optimally (balance warehouse versus "made to order")
• Review manufacturer acknowledgments to ensure correct equipment is listed, and the equipment is correctly priced according to customer order.
• Provide weekly shipping and status updates to customers with open orders.
• Maintain detailed revision control notes on all project selections, pricing, and proposals.
• Provide technical install support to installing contractors and end users.
• Coordinate responses to inquiries with factory application and technical support engineers.
• Respond to and track IOM and submittal requests.
• Work with sales team and customers to remedy equipment issues quickly and efficiently.

Position Requirements:

• Associates or bachelor's degree in Engineering, Accounting, Project Management or related field or equivalent experience
• Knowledge of commercial/industrial HVAC equipment and experience reading construction plans and engineering specifications is preferred, but not required.
• Knowledge of the content and structure of the English language including the meaning and spelling of words, rules of composition and grammar.
• Proficiency with Microsoft Windows OS, MS Word, MS Excel, and MS Outlook are required. A level of familiarity with Bluebeam Revu, AutoCAD, and Adobe Acrobat are preferred. Strong software skills are essential as all manufacturer's selection software and pricing is software based.
• Required to complete work accurately and thoroughly.
• Ability to organize and verbally convey technical information effectively and clearly is essential.
• Must follow a systematic method of consistently organizing and presenting information to support the team goal.
• Must be detail oriented, results oriented and able to embrace and adapt to change, along with the ability to effectively multi-task in a deadline driven atmosphere.
• Must be self-motivated with the ability to take initiative with limited supervision.
• This job is highly technical and small details are often key to winning. Being a detailed individual is required.
• Ability to understand comments and questions during the sales process. Must give full attention to what internal team members and clients are saying, understand the points being made, and ask appropriate questions at appropriate times.
• Ability to effectively build strong relationships with customers and coworkers.

Physical Demands:

• Standing: Frequently
• Walking: Frequently
• Sitting: Frequently
• Use of Hands/Fingers: Frequently
• Bending: Frequently
• Pushing/Pulling 12 lbs. or less: Frequently
• Lifting/Carrying 10 lbs. or less: Frequently
• Lifting/Carrying 11-20 lbs.: Occasionally
• Reaching Outward: Frequently
• Reaching Above Shoulder: Occasionally
• Squatting/Kneeling: Occasionally

This job description is intended to provide information regarding the essential functions and basic duties of this position. It is not intended to be construed as an exhaustive list of all functions, responsibilities, skills, and duties that could be assigned. Additional functions and requirements may be assigned by management as it deems appropriate. This document does not constitute a contract and is subject to change at the discretion of Hoffman & Hoffman, Inc.

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