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
