HVAC Special Projects Coordinator

Marina Mechanical Services•Livermore, CA

5d•Onsite

About The Position

Marina Mechanical Services is seeking a highly motivated, organized, and technically proficient HVAC Special Projects Coordinator to oversee the successful execution of commercial HVAC retrofit, replacement, tenant improvement, and special service projects. This position serves as the primary coordinator for assigned projects, managing all phases from initial project turnover and planning through procurement, scheduling, execution, customer communication, billing support, and closeout. The HVAC Special Projects Coordinator acts as the central point of communication between customers, field personnel, subcontractors, vendors, and internal departments to ensure projects are completed safely, on time, within budget, and to the highest quality standards. The ideal candidate combines HVAC technical knowledge with exceptional project management, organizational, and customer service skills and thrives in a fast-paced service environment managing multiple projects simultaneously.

Requirements

3-5+ years of commercial HVAC experience in project coordination, project management, service operations, estimating, construction administration, or related roles.
Experience managing HVAC retrofit, replacement, tenant improvement, or special projects preferred.
Experience coordinating field labor, subcontractors, procurement, and customer communications.
Strong understanding of commercial HVAC systems and equipment.
Knowledge of project scheduling, budgeting, job costing, permitting, and procurement processes.
Proficiency in Microsoft Office Suite (Excel, Outlook, Word) and project management software including Smartsheet.
Exceptional organizational and time management skills.
Strong attention to detail and follow-through.
Excellent verbal and written communication skills.
Strong customer service and relationship management abilities.
Effective negotiation and problem-solving skills.
Ability to manage multiple priorities in a fast-paced environment.
Ability to work independently while collaborating effectively across departments.

Nice To Haves

Bachelor's Degree in Construction Management, Business Management, or a related field preferred.
Equivalent HVAC industry experience may be substituted for formal education.
Experience with service management or ERP software preferred.

Responsibilities

Manage the full lifecycle of HVAC service projects from project award through closeout and warranty handoff.
Conduct project turnover meetings and review project scope, plans, specifications, proposals, and customer requirements.
Develop project schedules, resource plans, procurement timelines, and installation strategies utilizing Smartsheet.
Coordinate labor requirements with Service Management, Dispatch, and field personnel.
Track project milestones, material deliveries, inspections, equipment startup, and customer acceptance.
Facilitate weekly project reviews and maintain accurate project status reporting.
Identify project risks, schedule impacts, potential cost overruns and proactively develop solutions.
Work with permitting services and city departments to ensure permits are completed correctly and timely.
Coordinate material and equipment purchasing activities for assigned projects.
Obtain and review vendor quotations.
Manage purchase orders and ensure accurate delivery schedules.
Coordinate equipment logistics, staging, and site deliveries.
Maintain communication with vendors to mitigate supply chain delays and material shortages.
Verify equipment compliance with project specifications.
Serve as the primary point of contact for customers throughout project execution.
Conduct site visits, project meetings, and progress reviews with customers and stakeholders.
Provide regular updates regarding scheduling, equipment deliveries, project status, and completion timelines.
Build and maintain strong customer relationships through proactive communication and responsiveness.
Address customer concerns, project challenges, and service-related issues in a professional manner.
Coordinate field labor and subcontractor activities to ensure work is completed efficiently and safely.
Support technicians with project documentation, scheduling changes, material issues, and technical coordination.
Ensure proper sequencing of work activities to minimize disruptions to facility operations.
Coordinate startup, commissioning, testing, and final inspections.
Maintain complete project documentation throughout the project lifecycle.
Process purchase orders, change orders, submittals, permits, and closeout documents.
Ensure all project records are accurately maintained within company software systems.
Coordinate project closeout packages, warranty documentation, startup reports, and customer turnover materials.
Support billing and collections teams with project documentation when necessary.
Promote and uphold Marina Mechanical's safety culture and operating standards.
Participate in pre-job planning and risk assessment activities.
Coordinate safety documentation and subcontractor compliance requirements.
Ensure all work is completed in accordance with company quality and safety standards.