Position Summary
Wilsenergy is seeking a detail-oriented and proactive Technical Project Specialist to support the Senior Project Manager in coordinating HVAC modification orders, pipe skid orders, and custom Air Handling Unit (AHU) manufacturing projects. This role takes on a significant portion of the day-to-day technical project workload and communication. Tasks include, but are not limited to, building and managing submittals, communicating with customers and reps, keeping project tracking systems current, and bridging internal departments. The Technical Project Specialist works closely alongside the Senior Project Manager and the existing Shipping & Project Coordinator, and should be comfortable managing multiple orders simultaneously in a fast-paced manufacturing environment.
Key Responsibilities
Submittal Creation & Management
- Review incoming Sales Orders against supporting documents to identify missing information and ask clarifying questions to customers before beginning submittal work
- Mark up customer-provided drawings in Adobe Acrobat as needed for submittal preparation
- Build submittals using the company Word template, editing scope of work descriptions, terms and conditions, cover pages, and incorporating equipment selections (fans, coils, etc.)
- Coordinate with mechanical and electrical engineers to compile their portions into one complete submittal package for customer delivery
- Review compiled submittals for accuracy and completeness before sending — checking for errors such as incorrect voltage, missing components, or scope mismatches
- Create record submittals upon job approval for release to production
- Track submittal approval status and proactively follow up with customers when approvals are pending
Customer & Representative Communication
- Serve as a day-to-day contact for customers and manufacturer reps via phone and email on behalf of the Senior Project Manager
- Communicate lead times, estimated completion dates, ship dates, and project status updates
- Manage a range of customer personalities and communication styles. Ranging from those who require frequent hand-holding to those who are unresponsive and need persistent follow-up
- Proactively manage customer expectations around equipment receipt, production start, and part ordering timelines. Particularly when submittals remain unapproved while equipment has arrived or is incoming
- Follow up on missing or partially received customer-supplied parts and request revised ETAs
- Investigate expedited shipping options or schedule impacts and present findings to the Senior PM for approval
- Escalate customer disputes, pricing negotiations, and non-standard commitments to the Senior Project Manager
- Follow company email standards including subject line formatting, proper To/Cc usage, and phone call follow-up documentation
Sales Order Support & Production Readiness
- Confirm BOM and routing completeness prior to production start, coordinating with the Senior PM on job release readiness
- Track incoming customer-supplied materials, identify which Sales Order they belong to, and coordinate with the Shipping & Project Coordinator, purchasing, and receiving to ensure proper inventory receipt
Project Tracking & Monday.com
- Maintain accurate, up-to-date Sales Order information in Monday.com
- Be familiar with fields managed by the Shipping & Project Coordinator (CS part statuses, Equipment ETAs) and provide backup when needed
- Understand the roles of both Monday.com and Fulcrum and use each platform for its intended purpose
Internal Coordination
- Relay estimated completion dates, part lead times, and scheduling updates between engineering, production, purchasing, and the Senior PM
- Flag potential scheduling conflicts such as late-arriving parts impacting production timelines
- Help resolve production roadblocks (incomplete routing, missing BOM info) by coordinating with the appropriate teams
- Route order status updates through the proper chain of command per company policy
BOM & Job Release
- Upload Bills of Material (BOMs) for major mechanical components and customer-supplied parts
- Participate in job release meetings and support the transition from approved submittal to production
Change Orders
- Prepare pricing summaries for scope additions or removals and draft customer communications for the Senior PM’s review
- Upon approval, revise the Sales Order in Fulcrum using proper revision naming conventions (RevA, RevB, etc.)
- Coordinate SO revisions for invoice adjustments (credits, deductions) at the Senior PM’s direction
File Management & Record Keeping
- Maintain organized project folders on the company server following Wilsenergy’s folder structure guidelines
- Archive outdated documents in Obsolete folders and preserve original templates
- Create and store Outlook .pst files upon Sales Order closure using company naming conventions
- Keep inbox organized with sub-folders by SO number
- Maintain thorough records of all customer communications to support the company’s position if project timelines, scope, or costs are disputed
Customer Visits & Punch Lists
- Document observations and discussions during customer shop visits, including potential change order items
- Transcribe notes into the Excel punch list form organized by unit tag number and file in the appropriate project folder
- Notify the Senior Project Manager upon completion
Required Qualifications
- Proficiency in Microsoft Word and Excel
- Working knowledge of Adobe Acrobat, including document markup and editing
- Strong organizational and self-management skills
- Excellent written and verbal communication skills for professional customer-facing interactions
- Ability to learn and actively use Monday.com and Fulcrum
- Familiarity with HVAC terminology and concepts
- Comfort working with ERP or order management systems
Preferred Qualifications
- AutoCAD 2D experience
- Prior project coordination or admin support experience in HVAC, mechanical contracting, or custom manufacturing
- Familiarity with Monday.com or similar project management platforms
- Experience assembling submittals, BOMs, or technical documentation
Work Environment
This is an office-based role within a manufacturing and engineering environment requiring daily interaction with internal teams and external customers. Occasional shop floor presence may be required during customer visits and inspections.
Pay: $55,000.00 - $85,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Paid time off
- Vision insurance
Application Question(s):
- Are you comfortable working in an office-based environment full-time in Temecula, CA?
- This role offers a salary between $55,000 and $85,000, with placement within the range determined by relevant experience. Does this align with what you're looking for?
- How many years of experience do you have working with ERP or order management systems?
- Have you worked in HVAC, mechanical contracting, or custom manufacturing? If so, in what capacity?
- Describe your experience communicating directly with customers or external stakeholders via email and phone in a professional setting
- This role requires managing multiple active projects simultaneously with frequent interruptions. Describe a time you handled competing priorities in a fast-paced environment.
- What is your experience with Adobe Acrobat, specifically document markup and editing?
Work Location: In person
