Job Description

Position Overview

We are seeking a highly organized and detail-oriented HVAC Project Coordinator to support the successful execution of commercial and industrial HVAC projects. This role is responsible for scheduling, parts coordination, technician documentation review, customer communication, and invoicing support.

The ideal candidate thrives in a fast-paced environment, understands field service operations, and is committed to accuracy, efficiency, and customer satisfaction.

Key Responsibilities

Project Scheduling & Coordination

Build and maintain project schedules in coordination with Operations and Field Supervisors
Assign technicians and subcontractors based on availability and skill set
Adjust schedules proactively to manage delays or changes
Coordinate permits, inspections, and site access as required

Parts & Logistics Management

Order and track HVAC equipment, parts, and materials
Align material deliveries with project timelines
Maintain cost awareness when sourcing materials
Resolve supply chain issues and communicate impacts clearly

Customer Communication

Serve as primary administrative contact for assigned projects
Provide schedule updates and confirm site readiness
Respond professionally to customer inquiries
Escalate technical issues to appropriate team members

Quotes, Estimates & Change Orders

Assist with preparation of project quotes and change orders
Obtain material pricing and subcontractor quotes
Support margin tracking and job cost awareness

Technician Documentation, Timecard Review & Invoicing

Review technician job summaries and service reports for accuracy and completeness
Verify timecards, labor coding, and materials used
Ensure work performed aligns with approved scope
Clarify discrepancies directly with field technicians
Prepare clear, customer-ready job summaries to accompany invoices
Coordinate with accounting to ensure accurate and timely billing

Future Responsibility: Inventory & Asset Sales Support

As the successful candidate becomes established in the role, responsibilities may expand to include:

Managing inventory of company-owned used and surplus HVAC equipment
Creating professional online listings with photos and equipment specifications
Posting and managing equipment listings across online platforms
Responding to inbound equipment inquiries and qualifying leads
Coordinating follow-up with sales team
Tracking lead activity and supporting equipment sales efforts

Minimum Qualifications

3+ years experience in HVAC, construction, mechanical contracting, or service coordination
Strong understanding of HVAC equipment and field service environments
Experience with scheduling or ERP systems
Proficient in Microsoft Office
Strong organizational and multitasking abilities
Excellent written and verbal communication skills

Preferred Qualifications

Experience in commercial or industrial HVAC
Familiarity with job costing and margin tracking
Experience reviewing field service documentation
Experience managing online marketplace listings is an asset

What We're Looking For

Highly organized and detail-oriented
Strong sense of urgency
A self-starter who can take ownership of processes
Comfortable working with field technicians and customers

Dael Thermal Group

Open Positions

HVAC Project Coordinator