Job Summary
We are seeking a highly organized Project Coordinator to join our team!
Responsibilities
- Independent Work and Teamwork Working closely with upper management, account managers, engineers, technicians, and office staff by providing clear lines of communication as well as working independently in a proactive manner;
- Broad Scope Project Tracking: Following multiple projects and clients simultaneously and maintaining awareness of project status, priorities, deadlines, and outstanding items;
- Project Kickoff and Planning: Assist with project kickoff activities, establish project schedules and task lists, identify required resources and materials, and ensure project requirements and responsibilities are clearly communicated to the project team;
- Detailed Schedule and Task Tracking: Update project plans as soon as changes occur, monitor daily progress, and follow up with team members on upcoming tasks or deadlines;
- Field Coordination: Coordinate with technicians and project managers regarding site schedules, manpower requirements, access requirements, material needs, project status, and completion of assigned work;
- Communication and Meetings: Attend project management meetings, schedule internal and external meetings, prepare agendas, take clear meeting notes or minutes, engage in well-written email correspondence, and initiate timely follow-up;
- Documentation Management: Maintain organized project folders, communications, status reports, meeting minutes, drawings, submittals, purchase orders, change orders, project logs, and other project documentation in the appropriate project management software;
- Material and Procurement Tracking: Assist with identifying, ordering, and tracking project materials and equipment. Monitor expected delivery dates and communicate potential material delays to the appropriate project personnel;
- Administrative and Financial Support: Process purchase orders, track basic project expenses, and work closely with accounting;
- Problem Escalation: Spot potential delays or complications early and alert the project managers;
- Client Communication: Communicating regularly with customers to address expectations, deadlines, problems, scheduling, and status updates;
- Success Assessments: Monitor project labor hours against budgets and schedules, identify potential overruns, and communicate concerns to the project manager or management. Determine whether projects were under or over budget as well as whether they meet client expectations. Identify lessons learned and areas for improvement;
- Project Closeout: Assist with project closeout activities, including completion of documentation, outstanding punch-list items, material reconciliation, billing, warranty information, and turnover documentation; and
- Policies: Abide by all company policies, procedures, safety requirements, cybersecurity requirements, and applicable laws and regulations.
Requirements
- Bachelors Degree in a relevant field (such as business, communications, engineering, etc.)
- Proven experience in office management or administrative roles with clerical responsibilities
- Strong computer skills including Microsoft Office (Word, Excel), Google Workspace (Docs, Sheets), and familiarity with spreadsheets for data organization
- Excellent organizational skills with the ability to prioritize tasks effectively in a busy environment
- Effective phone communication skills with proper phone etiquette and multi-line phone system experience
- Experience with office data management software
- Demonstrated ability to manage time efficiently and handle multiple projects simultaneously
- Previous experience in the HVAC and/or Controls fields is a plus.
Pay: $55,000.00 - $75,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Parental leave
- Relocation assistance
- Retirement plan
- Tuition reimbursement
- Vision insurance
Education:
Experience:
- Project coordination: 2 years (Required)
Work Location: In person
