Position Summary
The Accounts Payable/Project Coordinator is responsible for managing and coordinating the complete installation process for residential and multi-family HVAC and plumbing projects while supporting accounts payable administration, vendor compliance, permitting, inspections, and project documentation.
This role serves as the operational hub between sales, installation teams, vendors, customers, permitting agencies, and company leadership. The position owns the installation workflow from the point of sale through project completion, ensuring projects are properly scheduled, permitted, staffed, supplied, documented, billed, and closed out.
The successful candidate is highly organized, proactive, detail-oriented, and capable of managing multiple priorities in a fast-paced environment while maintaining exceptional customer service and internal communication.
Essential Job Functions
Installation Operations Management
- Own and maintain the HVAC and Plumbing installation board.
- Coordinate all residential and multi-family installation projects from sale through completion.
- Ensure projects are properly scheduled, staffed, permitted, and prepared prior to installation.
- Monitor project progress and proactively resolve scheduling conflicts, delays, and operational issues.
- Track project milestones and ensure timely completion and closeout.
- Coordinate daily installation activities with field personnel and management.
- Serve as the primary point of contact for installation-related questions and project updates.
Equipment Procurement & Material Management
- Order HVAC equipment, plumbing materials, and job-specific components.
- Verify equipment specifications, quantities, pricing, and delivery schedules.
- Coordinate with vendors and suppliers to ensure timely material availability.
- Maintain accurate records of equipment orders and deliveries.
- Ensure materials are staged and available prior to installation dates.
Permitting & Inspection Coordination
- Obtain permits for residential and multi-family projects.
- Schedule inspections with local jurisdictions and regulatory agencies.
- Monitor permit and inspection status throughout project lifecycles.
- Maintain organized permit, inspection, and compliance records.
- Ensure installation documentation meets applicable code and regulatory requirements.
Vendor Compliance Administration
- Maintain Certificates of Insurance (COIs) for vendors and subcontractors.
- Track vendor compliance requirements and expiration dates.
- Upload and maintain documentation within customer and vendor compliance portals.
- Request updated compliance documentation as needed.
- Maintain organized vendor records for audit and compliance purposes.
Accounts Payable Administration
- Receive, review, and process vendor invoices.
- Verify invoice accuracy and coding prior to approval.
- Route invoices for management approval when required.
- Maintain organized accounts payable records and supporting documentation.
- Assist with vendor inquiries regarding payment and invoice status.
- Support month-end documentation and recordkeeping processes.
Customer & Office Support
- Communicate project schedules, updates, and expectations to customers.
- Respond to installation-related customer inquiries.
- Coordinate with sales, dispatch, accounting, and leadership teams.
- Assist with customer billing documentation and project closeout requirements.
- Support office operations related to installation and project administration.
Leadership & Operational Ownership
- Identify operational challenges and implement solutions proactively.
- Maintain strong working relationships with installers, vendors, customers, and leadership.
- Support continuous improvement of installation processes and procedures.
- Promote professionalism, accountability, and customer satisfaction throughout the installation process.
Qualifications
Required
- High school diploma or equivalent.
- Strong organizational and time management skills.
- Strong written and verbal communication skills.
- Ability to manage multiple projects simultaneously.
- Proficiency with Microsoft Office applications.
- Ability to maintain confidentiality of financial and business information.
- Strong attention to detail and accuracy.
Preferred
- Experience in HVAC, plumbing, construction, service trades, or project coordination.
- Experience with accounts payable processing.
- Experience with permit management and inspections.
- Experience with ServiceTitan or similar field service software.
- Experience working with vendor compliance platforms.
Physical Requirements
- Primarily office-based work environment.
- Frequent computer use, data entry, and telephone communication.
- Ability to sit, stand, walk, and move throughout the office as needed.
- Occasional lifting of office materials up to 25 pounds.
Success in This Role
Success in this position means installation projects are properly planned, materials arrive on time, permits and inspections are completed without delay, vendors remain compliant, invoices are accurately processed, customers are well-informed, and installation teams have the support necessary to execute projects efficiently and professionally.
Pay: $20.00 - $32.00 per hour
Benefits:
- Health insurance
- Paid time off
- Retirement plan
Work Location: In person
