A well-established mechanical contractor is hiring an HVAC Mechanical Project Coordinator to support project managers and field teams in delivering commercial HVAC projects. This role is ideal for someone highly organized who enjoys keeping jobs moving—handling documentation, submittals, procurement tracking, scheduling support, and coordination between the office, vendors, and job sites.

Key Responsibilities

• Support PMs with daily project administration to keep schedule, materials, and documentation on track
• Create and manage submittals, track approvals, and maintain submittal logs
• Assist with RFIs, change documentation, and basic cost tracking (as assigned)
• Coordinate and track material procurement: POs, lead times, delivery schedules, backorders, and receiving
• Maintain project records in systems like Procore (or similar), including meeting minutes and document control
• Schedule and coordinate: internal meetings, vendor coordination, field requests, inspections, and closeout needs
• Support closeout: O&M manuals, as-builts, warranties, training coordination, punch lists
• Communicate with vendors, subcontractors, and field leadership to resolve issues quickly
• Assist with job start-up packets and ensure compliance documentation is complete (insurance, certified payroll where applicable, etc.)

Required Qualifications

• 2+ years in construction coordination/project admin (HVAC/mechanical preferred)
• Strong understanding of construction documents and project workflows
• Proficiency with Excel + email/calendar, and comfort learning new systems
• Detail-oriented, able to juggle multiple priorities and deadlines
• Strong communication skills with PMs, supers, vendors, and clients

Preferred Qualifications

• Experience in mechanical construction (HVAC, plumbing, piping, controls)
• Familiarity with tools such as Procore, Bluebeam, MS Project, Viewpoint/Sage, Autodesk Build
• Experience tracking submittals/RFIs, purchase orders, and lead times
• Exposure to commissioning/start-up coordination (nice-to-have)

Benefits (Typical)

• Health/dental/vision
• 401(k) with employer match
• PTO + paid holidays
• Growth path to Project Engineer / Assistant PM / Project Manager (depending on structure)