The Specialty Projects Coordinator supports the day-to-day operations of the CTHP Specialty Projects division in the Orlando market. This role works closely with the Operations Manager to keep field technicians on schedule, ensure jobs are accurately costed and billed, and maintain clean, compliant timekeeping and payroll records. The ideal candidate is highly organized, comfortable multitasking across scheduling, purchasing, and billing functions, and can communicate clearly and consistently with technicians and office staff throughout the day.
- Work closely with the Operations (OPS) Manager to support daily field and office operations for the Specialty Projects division.
- Maintain daily communication with technicians to confirm job activity, status, and progress.
- Manage multiple concurrent priorities across scheduling, purchasing, and billing with strong attention to detail.
- Book technician appointments and coordinate scheduling to meet customer and project timelines.
- Reschedule appointments as needed, communicating changes promptly to technicians and customers.
- Create purchase orders for materials, equipment, and subcontracted work as required by jobs.
- Post job costs accurately and in a timely manner to support project tracking and reporting.
- Prepare and process customer billing for completed work.
- Review and confirm technician time sheets for accuracy prior to payroll approval.
- Identify and correct job time sheet discrepancies as necessary to ensure accurate job costing and payroll.
- High school diploma or equivalent required; additional coursework or experience in construction administration, operations, or a related field preferred.
- Prior experience in a coordinator, dispatcher, or administrative support role within HVAC, plumbing, or mechanical construction preferred.
- ServiceTitan experience strongly preferred.
- Proficiency with Microsoft Office (Excel, Outlook, Word).
- Strong written and verbal communication skills, with the ability to communicate clearly with field technicians daily.
- Highly organized with the ability to multitask and prioritize in a fast-paced environment.
- High degree of accuracy and attention to detail, particularly with job costing, billing, and timekeeping.
This position is primarily office-based in the Orlando market, with regular phone and system-based communication with field technicians throughout the day. Standard business hours apply, with occasional flexibility required to support job scheduling needs.
