Project Coordinator

FIRSTCALL MECHANICAL GROUP LLC•South Amboy, NJ

62d•$70,000 - $85,000•Onsite

About The Position

FirstCall Mechanical is seeking a Project Coordinator to support its project team and facilitate the movement of information throughout the project lifecycle. The role requires a skilled multitasker with a strong work ethic and team mindset who can work with minimal supervision. The position is based in South Amboy, New Jersey, and reports to the local Coordination Manager. The coordinator supports project administration, documentation, purchasing, billing, scheduling, subcontractor processes, and project closeout. The role also requires ongoing learning through FirstCall Academy and a commitment to providing excellent customer service.

Requirements

At least 3 years of project coordination experience in construction or electrical work.
High school diploma or GED equivalent.
Excellent time management and task-prioritization skills, including the ability to meet deadlines and manage multiple tasks simultaneously.
Analytical thinking and strong attention to detail.
Excellent communication skills and a customer-centric approach.
Proficiency with Microsoft Outlook, Word, Excel, and Teams.
Ability to learn quickly.
Punctuality, dependability, initiative, and a proactive approach.
Ability to adapt to changing processes as the company grows.
Ability to read and comprehend simple instructions, short correspondence, and memos; write correspondence; and present information effectively in one-on-one and small-group situations.
Ability to perform basic arithmetic and compute rates, ratios, and percentages, and to draw and interpret graphs.
Ability to use common-sense reasoning to follow written, oral, or diagrammed instructions and address problems involving several concrete variables in standardized situations.
Mental stamina for problem-solving and prioritizing multiple tasks.
Ability to regularly lift and/or move up to 25 pounds.
Ability to use hands regularly; frequently stand, walk, and sit; and continually climb or balance and stoop, kneel, crouch, or crawl.
Close, distance, peripheral, and depth vision, and ability to adjust focus.

Nice To Haves

Project management experience.
Knowledge of the HVAC or construction industry.
Timberline Sage 300 CRE experience.
Smartsheet experience.

Responsibilities

Complete project bookings according to established procedures.
Manage project file structures in hardcopy and digital formats.
Prepare AIA billing summaries for project managers, perform contract invoicing, and update the WIP log.
Prepare and submit contracts and construction permits when required.
Coordinate with project management to provide field staff with daily schedules and relevant information.
Prepare and track RFIs, submittals, and change orders.
Purchase, order, and receive equipment, and coordinate its delivery to project worksites or the company warehouse with project managers.
Complete RMAs for returns of defective materials.
Maintain customer tax-exempt certificates and prepare them for vendors.
Run purchase order and/or labor reports for project managers.
Attend departmental and intercompany meetings as requested.
Obtain certificates of insurance for customers and from subcontractors.
Prepare and process subcontractor agreement paperwork.
Review vendor and subcontractor invoice discrepancies when necessary.
File project documents, including purchase orders, packing slips, and spec sheets.
Compile and submit project closeout packages and warranty statements.
Assist with answering company phone lines when the receptionist is unavailable.
Follow established company standard operating procedures and recommend improvements when applicable.
Perform other duties as needed.
Continue learning through FirstCall Academy to maintain and develop industry skills.
Provide a high level of customer service for HVAC and building automation customers.

Benefits

Competitive weekly pay.
Comprehensive healthcare coverage, including medical, dental, and vision, with some plans fully paid by the company.
401(k) retirement savings plan with a 5% match.
Life insurance and short- and long-term disability coverage.
Up to four weeks of paid time off.
Nine paid holidays, plus Veterans Day for veterans.
Company-sponsored education and career advancement programs, including FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program.
A $2,500 referral bonus per referral.
Company vehicle or allowance.
Mobile phone or phone allowance.
Uniforms and work boot allowance.