HBS Solutions delivers energy-efficiency projects for commercial and institutional buildings through utility-sponsored programs. Our teams handle everything from energy audits and engineering analysis to field implementation, controls work, and incentive processing.

We are looking for a highly organized, proactive Project Portfolio Coordinator to be the connective tissue of our Building Tune-Up division. Our projects pass through several specialized teams — sales, engineering, implementation, closeout, and ongoing services — and this role keeps each project moving cleanly from one team to the next, from kickoff through incentive payment.

You will own project coordination, scheduling, documentation, and follow-up. You will be the person who knows the status of every project, who has the next action, and what is needed to move it forward. You will also be the person who picks up the phone when a project has been sitting too long.

This is an ideal role for someone who thrives on structure, enjoys managing many moving parts at once, and takes satisfaction in making sure nothing falls through the cracks.

Coordinate handoffs between teams

•     Manage project transitions between sales, engineering, implementation, closeout, and ongoing services.

•     Review each handoff for completeness and work with team members to resolve missing documents, approvals, or information before work moves forward.

•     Coordinate specialty scopes — controls, lighting, and subcontracted work — so they are engaged at the right time with clear scope and next steps.

Own follow-up and keep projects moving

•     Track every open item and make sure each has a clear owner, a due date, and a scheduled follow-up.

•     Follow up proactively with customers, utility program reviewers, vendors, and internal teams by phone and email.

•     Identify stalled projects, clarify who owns the next action, and escalate when a project is not progressing.

Maintain the project record

•     Build and maintain a complete history for every project: communications, requests for information, decisions, status changes, scope changes, and commitments.

•     Keep project systems and documentation accurate and current so anyone can understand a project's status at a glance.

Manage schedules, workload, and priorities

•     Coordinate intake for new audits and route them to the right team member based on workload and location.

•     Maintain team calendars and customer scheduling for site visits and field work.

•     Maintain a prioritized project list and provide workload visibility across the portfolio.

•     Prepare materials for weekly production meetings, track progress against program goals, and support performance reporting.

Drive projects to completion

•     Monitor projects through closeout, program review, and incentive payment.

•     Coordinate vendor and subcontractor sourcing, including quote requests, comparisons, and tracking to award.

•     Hand completed projects to the ongoing services team with a clear summary and next opportunities.

•     Every project has clear ownership, complete documentation, and timely follow-up at each stage.

•     No open request or approval sits unresolved without a documented next step and follow-up date.

•     Schedules, priorities, and workload are accurate and visible to the whole team.

•     Closeout packages and incentive payments are tracked through to completion.

•     Any team member can open a project and understand its full history and current status within minutes.

•     Technical staff spend their time on technical work, not chasing paperwork.

Required

•     At least 3 years of project coordination, operations, or dispatch experience in construction, HVAC service, facilities, energy services, or a similar environment.

•     Proven ability to manage many active projects and deadlines at once without losing track of details.

•     Strong written and verbal communication, including genuine comfort following up by phone.

•     A persistent, professional approach to unresolved items, and the willingness to follow up as many times as it takes.

•     Ability to spot incomplete information, ask direct questions, and escalate appropriately.

•     Comfort coordinating across departments and with technical staff, field crews, vendors, customers, and external reviewers.

•     Proficiency with project-tracking software, shared document systems, email and calendar tools, and Microsoft Office, especially Excel.

•     Based in Maryland and able to travel to project sites as needed.

Preferred

•     Experience with utility incentive programs, energy efficiency, or commissioning.

•     Familiarity with HVAC systems, building automation, or lighting terminology.

•     Experience coordinating subcontractors, quotes, and vendor awards.

An engineering degree is not required.

•     Organized to the point that nothing gets lost.

•     Comfortable picking up the phone before sending a third email.

•     Direct enough to tell any team, at any level, that something is incomplete, and diplomatic enough that they take it well.

•     A systems thinker who fixes the process, not just the individual problem.

•     Calm and steady when many projects are in motion at once.

You will hold a central position on a growing energy-services team and see the full arc of every project, from the first customer conversation to the final incentive payment. Your work will directly improve project visibility, team coordination, completion times, and the customer experience. This role also creates the operational backbone the division needs as it grows, with a clear path into broader operations leadership.