Project Coordinator, HVAC Installations

Ameritech Facility Services•Mansfield, TX

1d•Onsite

About The Position

The Project Coordinator reports to the Operations Manager and provides administrative and coordination support to approximately 24 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.

Requirements

18 years of age or older
Must be able to pass a drug test
Must be able to pass a background check
Commitment to a work schedule.
Construction Knowledge (Preferable but willing to train.)
Experience with Office Suite.
Smartsheet (Preferable but not required)
Knowledge of Google docs & Smartsheets
Self-starter
Smart, analytical, creative and can deliver results quickly.
Self-starter, highly organized, and able to work well with individuals at all levels.
Strong written, oral, and visual communication skills.
Extremely organized with strong attention to detail.
Able to work independently and as part of a team, work well under deadlines.

Responsibilities

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