Position Overview
We are seeking a highly organized and detail-oriented HVAC & Plumbing Project Coordinator to support our project and day-to-day operations.
This position works closely with the General Manager to coordinate HVAC and plumbing projects from scheduling through completion. The Project Coordinator plays an important role in keeping projects organized, permits and inspections on track, customers informed, and our field and office teams aligned.
In addition to project coordination, this position will assist with day-to-day service operations, including customer inquiries, service call coordination, and general operational support.
The ideal candidate is proactive, highly organized, detail-oriented, and comfortable managing multiple priorities at once. Previous HVAC, plumbing, construction, or home-service experience is a plus.
Key Responsibilities
Project Coordination
- Work closely with the General Manager to coordinate active HVAC and plumbing projects from scheduling through completion.
- Maintain project schedules and help ensure deadlines and important milestones are met.
- Coordinate scheduling with customers, technicians, installers, subcontractors, and other parties involved in each project.
- Coordinate equipment and material needs for upcoming projects.
- Maintain accurate and organized project documentation and job records.
- Communicate scheduling information, project updates, and next steps to customers.
- Assist with project closeout and ensure required documentation is complete.
- Identify scheduling conflicts, missing information, or other issues that could delay a project and proactively work with the appropriate team members to resolve them.
Permits & Inspections
- Coordinate HVAC and plumbing permit applications through our third-party permitting company.
- Provide the permitting company with the project information and documentation necessary to obtain permits.
- Track permit status and proactively follow up on outstanding items.
- Coordinate and schedule required inspections.
- Track inspection results and communicate corrections or follow-up requirements to the appropriate team members.
- Maintain accurate and organized permit and inspection records for each project.
Service & Day-to-Day Operations
- Assist with incoming HVAC and plumbing customer inquiries and service-related requests.
- Help coordinate and schedule service calls as needed.
- Communicate professionally with customers by phone and email.
- Assist the office and operations team with day-to-day needs outside of active projects.
- Ensure customer requests and open items are routed to the appropriate team member and followed through to completion.
- Provide additional operational support to the General Manager as needed.
Qualifications
- Excellent organizational skills and attention to detail.
- Ability to manage multiple projects, deadlines, and priorities simultaneously.
- Strong written and verbal communication skills.
- Professional and customer-focused communication style.
- Proactive approach to following up and resolving outstanding items.
- Ability to work effectively in a fast-paced environment where priorities may change throughout the day.
- Comfortable working with customers, technicians, installers, subcontractors, vendors, and internal team members.
- Proficiency with Google Workspace, including Gmail, Google Docs, Google Sheets, and Google Drive.
- Experience with ServiceTitan, BuildOps, or similar field-service/project-management software is preferred.
- Previous HVAC, plumbing, construction, project coordination, or home-service experience is a plus.
- Previous experience coordinating permits and inspections is a plus.
Schedule & Compensation
- Full-time position
- $28.00–$32.00 per hour, depending on experience
- Regular schedule of either 7:00 AM–3:30 PM or 8:00 AM–4:30 PM
- 30-minute unpaid lunch
- Participation in a rotating on-call schedule approximately once every five weeks
- A stipend is provided for each on-call rotation
- Office-based position with no regular travel required
Benefits
- Employer-paid health insurance
- Vision insurance
- Life insurance
- 401(k)
- 401(k) employer matching
- Paid holidays
- Paid time off (PTO)
Who We're Looking For
We're looking for someone who takes ownership of their responsibilities and doesn't wait to be reminded about the next step. You should be someone who enjoys keeping things organized, following up on open items, and making sure details don't fall through the cracks.
The right person for this role is:
- Highly organized and detail-oriented
- Proactive and dependable
- Comfortable juggling multiple projects and priorities
- Persistent about following up on permits, inspections, schedules, and outstanding items
- A strong communicator with both customers and coworkers
- Able to anticipate what needs to happen next
- Comfortable working in a busy HVAC and plumbing environment
- Willing to jump in and help with day-to-day operational needs when needed
What Success Looks Like
Success in this position means HVAC and plumbing projects stay organized and continue moving forward. Permits and inspections are tracked, schedules are current, customers receive timely communication, documentation is complete, and the General Manager has clear visibility into the status of active projects.
Most importantly, the Project Coordinator takes ownership of the details—following up, communicating issues early, and helping keep both project and service operations running smoothly.
Pay: $28.00 - $32.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Work Location: In person
