Project Coordinator - New Construction

Position Summary

The Project Coordinator supports project managers and field teams by assisting with scheduling, communication, documentation, and overall project organization. This role ensures projects are executed efficiently, on schedule, and within budget, while maintaining clear communication between clients, contractors, and internal teams.

Essential Duties and Responsibilities

• Assist project managers with project planning, scheduling, and coordination of resources
• Prepare and maintain project documentation, including schedules, work orders, change orders, budgets, and reports
• Track project progress and provide regular updates to HVAC Manager
• Coordinate communication between clients, contractors, subcontractors, suppliers, and internal teams
• Schedule and track project tasks, milestones, inspections, and deadlines
• Assist in managing project budgets, purchase orders, and material procurement
• Monitor project compliance with company standards, safety regulations, and building codes
• Organize and maintain electronic and physical project files
• Help identify potential project risks and support mitigation strategies
• Support field teams by coordinating equipment, materials, and personnel needs
• Attend project meetings and record meeting minutes, action items, and follow-up tasks
• Ensure timely responses to project-related inquiries and documentation requests
• Perform other related duties as assigned

Qualifications

Education & Experience

• High school diploma or GED required; associate or bachelor’s degree in construction management, project management, or related field preferred
• 1–3 years of experience in project coordination, construction, or HVAC operations preferred
• Experience with project management software or scheduling tools preferred

Licenses & Certifications

• Valid driver’s license preferred
• Certifications such as Certified Associate in Project Management (CAPM) or equivalent a plus

Knowledge, Skills, and Abilities

• Strong organizational, planning, and multitasking skills
• Excellent written and verbal communication skills
• Ability to read and interpret blueprints, technical drawings, and project plans
• Proficiency with Microsoft Office Suite and project management software
• Ability to coordinate multiple teams and tasks simultaneously
• Detail-oriented with strong problem-solving abilities
• Knowledge of HVAC systems, construction processes, and safety regulations preferred
• Professional demeanor and ability to interact with clients, vendors, and internal staff

Physical Demands

• Ability to sit, stand, and use a computer for extended periods
• Occasional site visits may require walking, climbing, or navigating construction environments
• Ability to lift office materials or documents up to 25 pounds

Work Environment

• Office-based with frequent interaction with field staff, clients, and vendors
• Moderate noise levels typical of office or construction site environments

Schedule

• Typically Monday through Thursday
• Occasional extended hours or weekend work may be required to meet project deadlines

Performance Expectations

• Ensure projects are coordinated efficiently and on schedule
• Maintain organized and accurate project documentation
• Support communication between internal teams, clients, and contractors
• Contribute to the successful execution and completion of projects

Equal Employment Opportunity Statement

The Company is an equal opportunity employer and does not discriminate based on race, color, religion, sex, national origin, age, disability, genetic information, or any other protected status.

Disclaimer

This job description is not intended to be all-inclusive. The employee may be required to perform other related duties as assigned to meet the ongoing needs of the organization.