Project Coordinator, Commercial Construction - HVAC & Mechanical

The Project Coordinator reports to the Operations Manager and provides administrative and coordination support to approximately 2–4 Project Managers and a General Manager to ensure the timely and successful completion of Client projects. This role will focus heavily on HVAC and Mechanical projects within commercial construction, requiring the ability to track complex mechanical scopes such as equipment installation, ductwork, piping, and related trades.

The Project Coordinator should be highly organized, capable of multi-tasking, able to meet deadlines under pressure, and possess a strong work ethic, with a working knowledge of HVAC / Mechanical construction terminology and processes to effectively support field and project teams.

Job Responsibilities / Essential Functions

• Enter new HVAC / Mechanical projects into the Project Management System
• Communicate schedules, equipment requirements, and scope details to field technicians
• Receive, track, and save project paperwork into all systems (Spectrum, Smartsheet, SharePoint), including HVAC / Mechanical submittals, equipment data, and closeout documents
• Coordinate subcontractors – schedule work, request paperwork, and ensure all subcontractor HVAC / Mechanical requirements (e.g., licensing, safety certifications) are met and filed into the appropriate company file
• Order HVAC / Mechanical materials and equipment, ensuring timely delivery to job sites
• Communicate with field teams for daily / weekly paperwork, including HVAC installation checklists, service logs, and mechanical inspection reports
• Review, analyze, and act on daily reports with a focus on HVAC / Mechanical progress, scheduling conflicts, and material usage
• Assist Project Manager to proactively identify upcoming risks, project timeline slips, contractor issues, field technician issues, and financial issues specific to HVAC / Mechanical scopes
• Assist in obtaining all required project paperwork, including mechanical drawings, equipment submittals, and O&M manuals
• Assist in obtaining permits, including mechanical / HVAC permits as required by local jurisdiction
• Meet with managers weekly to push HVAC / Mechanical projects forward and assist as needed
• Assist in the overall ownership of all projects, ensuring HVAC / Mechanical scopes are tracked and closed out properly
• Generate project reporting / dashboards with HVAC / Mechanical performance metrics
• Participate in project conference calls, providing updates on HVAC / Mechanical scopes and schedules
• Answer project questions from technicians, contractors, and clients related to HVAC / Mechanical systems
• Provide customer service to clients with HVAC / Mechanical inquiries or concerns
• Other duties as assigned

Required Knowledge, Skills, and Abilities

Minimum Qualifications

Physical Demands

Ameritech Facility Services, LLC is an equal opportunity employer.

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