The Project Coordinator supports the successful execution of HVAC installation, controls, and electrical projects, while also coordinating related service activities, including preventive maintenance. This role provides administrative, scheduling, documentation, invoicing, and permitting support to the HVAC Install Manager and the Controls & Electrical Manager, helping ensure projects and service obligations are properly planned, compliant, billed, and closed out. The ideal candidate is highly organized, detail-oriented, and comfortable supporting both project-based work and recurring service activity in a commercial mechanical environment.

Responsibilities:

• Support commercial HVAC installation, controls, and electrical projects from kickoff through closeout


• Assist the HVAC Install Manager and Controls & Electrical Manager with project setup, coordination, and administrative support


• Create, maintain, and organize project documentation, schedules, and records within project management and accounting systems


• Coordinate communication between project managers, service teams, field supervisors, technicians, subcontractors, vendors, customers, and accounting


• Track project schedules, milestones, and deliverables, proactively identifying and escalating conflicts, delays, or risks


• Assist with material ordering, tracking, and delivery coordination to ensure site readiness


• Maintain accurate records for submittals, RFIs, change orders, purchase orders, and approvals


• Log and track approved scope changes and pricing requests as directed by project leadership


• Prepare meeting agendas, capture meeting minutes, and follow up on action items


• Coordinate permit applications for HVAC, controls, and electrical work in accordance with project scope and local requirements


• Prepare and submit permit documentation including drawings, specifications, insurance certificates, and contractor credentials


• Track permit status, approvals, inspections, fees, and expiration dates


• Coordinate required inspections with inspectors, field supervisors, and customers


• Maintain organized, audit-ready permit and inspection records


• Register equipment warranties, including Mitsubishi and JB warranties, to ensure client protection and manufacturer compliance.


• Support scheduling and coordination of service-related activity associated with projects, controls work, and installed systems


• Assist with scheduling preventive maintenance visits, seasonal service work, and warranty-related service activity


• Coordinate service schedules with customers, technicians, service coordinators, and project teams to avoid work conflicts


• Track completion of service and PM activities to ensure contractual obligations are met and documented


• Enter, review, and validate installer and technician timesheets for payroll processing, ensuring time is coded accurately to the correct job, phase, cost code, and pay type


• Verify time entries for completeness, accuracy, and compliance with company policies, and payroll deadlines


• Follow up with installers, technicians, and supervisors to resolve missing, incorrect, or late time entries


• Coordinate with payroll teams to support timely and accurate payroll processing


• Maintain organized, audit-ready labor and timekeeping records


• Support project invoicing, including monthly progress billing and percent-complete billing


• Prepare and assemble billing documentation in AIA formats (G702/G703 or equivalent)


• Track contract values, approved change orders, retainage, and prior billings to ensure accurate applications for payment


• Coordinate with project managers and accounting to confirm billed progress aligns with field completion


• Assist with service-related invoicing tied to preventive maintenance, warranty work, or project-associated service activity


• Respond to customer billing documentation requests and support timely invoice submission


• Assist with basic project cost tracking, labor reporting, and production data entry


• Support project and service closeout activities including as-builts, O&M manuals, warranties, testing documentation, and customer handoff packages


• Maintain organized, audit-ready project, service, billing, permit, and payroll documentation


• Perform general administrative duties to support Install, Controls, and Electrical leadership


• Adhere to all company safety, quality, and compliance standards