Multifamily Project Coordinator

Reliable Ducts Heating & Cooling   |   Jacksonville, FL   |   $23 - $27/hr (DOE)

Come Grow with Us! We keep Growing because we ONLY hire the BEST, and Our Customers 

Love Us for it!

 

Reliable Ducts Heating and Cooling is a Jacksonville based HVAC contractor that provides 

service, maintenance, and new construction throughout Jacksonville. We are a sister company 

of Sunshine State Plumbing, which has provided plumbing services in the Jacksonville area for 

15+ years. We are a family owned and operated business. We are a team of home service 

experts who go the extra mile to ensure peak performance for your home's heating and air 

conditioning systems.

We've been at this a long time here in Jacksonville. You've probably seen our trucks and our 

ads. What you don't know is what it's like to be a part of a team like this. How much you feel 

appreciated when you don't cut corners. How much we inspire ongoing training and education. 

How much you are rewarded when you truly are the best. People often come to us looking for a 

job. They stay with us because they find a fulfilling career, room to grow, and opportunities to 

excel.

 

Job Overview

As a Multifamily Project Coordinator, you will be the organizational backbone of our multifamily 

division, keeping projects moving smoothly from start-up through closeout. You will coordinate 

technician schedules and service calls, process warranty claims, manage permitting and project 

documentation, and keep communication flowing across our field teams, area managers, and 

supporting departments. This role is a fit for someone who is highly organized, detail-driven, 

calm under pressure, and able to juggle many moving parts at once while delivering a 5-Star 

experience to customers and internal teams alike.

What We Offer

• Competitive pay ($23 - $27/hr), depending on experience

• 80% company-paid medical insurance

• Dental, vision, short-term and long-term disability

• Simple IRA retirement plan with a company match

• Employee Assistance Program (EAP)

• Cell phone

• Work-life balance

• Paid training to help you grow individually and professionally

Responsibilities

Warranty & Customer Service

• Respond promptly and professionally to customer inquiries regarding warranty claims, 

ensuring a positive customer experience

• Accurately and efficiently process warranty claims, ensuring timely resolution in compliance 

with company policies and manufacturer guidelines

• Address and resolve customer and internal conflicts effectively, maintaining 

professionalism and customer satisfaction

Scheduling & Service Coordination

• Coordinate technician schedules to align with customer needs and service priorities

• Schedule service requests and manage the daily service calendar with efficiency and 

attention to detail

• Monitor unscheduled jobs, check for parts availability, and schedule accordingly

• Evaluate incoming service calls and prioritize based on urgency and customer impact

• Maintain a working understanding of HVAC systems, specifically the fundamentals of air 

conditioning and heating, to better assess claims and communicate with technicians and 

customers

• Follow up with the purchasing department on estimated time of arrival (ETA) for warranty 

parts to ensure timely job completion and customer updates

• Coordinate the start-up process with job supers, including scheduling in a timely manner, 

tracking whether meters are present, and assigning the correct number of technicians to 

complete each job

Project Documentation & Permitting

• Upon receipt of NOC, prepare the NTO and send it out by certified mail

• Manage licensing for state, city, and county as required by project location

• Prepare new project bid sheets for use in hiring subcontractors

• Create paysheets and upload them to Procore for projects

• Create labor logs and trackers for projects

• Put together SDS and safety manuals and make sure they get to the jobsite

• Handle permitting: download GC permits to project folders, pull permits, or fill out job cards 

as needed

• Create equipment templates for projects

• Create equipment tags, send them to the printer, and arrange delivery to the jobsite or 

receive them at the warehouse for local jobs

• Manage closing documents, including warranty cards, owner's manuals, and final permits

• Help update the multifamily job list and pre-con schedule spreadsheets as needed

Administrative & Team Support

• Collect technician timesheets each week and turn them in for pay

• Book hotels as needed for area managers and technicians

• Coordinate lunches for turnover meetings

• Maintain the multifamily Outlook calendar with pertinent information, including who is out of 

office and where technicians and area managers will be

• Send daily emails to department leadership, reviewing daily logs and observations for each 

project

• Send weekly emails to department leadership, confirming paysheets and safety meetings

• Track all deliveries to job sites, weekly meetings, and red-flag items on a planner for the 

operations manager

Cross-Department & Marketing Support

• Create and maintain a subcontractor map showing where each contractor is willing to work 

and their central locations, adding new subs as we work with them

• Create documents with information on each in-progress job for the marketing department to 

use when posting about our projects

• Produce a department newsletter, with the goal of a monthly or quarterly send

• Support the estimating department with Canva to create and improve proposal templates

• Support the estimating department with training presentations

• Other duties as assigned

Qualifications

• 2+ years in project coordination, dispatch, construction administration, or a related support 

role, preferably in HVAC, plumbing, or multifamily construction

• Strong organizational and time-management skills, with the ability to juggle multiple 

projects and deadlines at once

• Excellent written and verbal communication skills

• Working understanding of HVAC fundamentals, or willingness to learn

• Computer proficiency, including Microsoft Outlook and Excel

• Experience with Procore preferred, or willingness to learn

• Familiarity with permitting and project documentation (NOC, NTO, licensing) is a plus

• ServiceTitan experience is preferred

• Canva experience is a plus

• High level of accountability and attention to detail

• Self-starter with an entrepreneurial mindset

• Bilingual is a plus

Must be able to pass a background check and drug tests prior to and throughout employment. 

Long-Term Employment Opportunity. EOE.