Refrigeration Project Coordinator Five Star Refrigeration, Inc

Smart Care Equipment Solutions•Brooksville, FL

1d•Onsite

About The Position

The Project Coordinator plays a critical role in supporting active construction projects by managing administrative, financial, and coordination functions. This position operates in a fast-paced environment that requires strong multitasking skills, urgency, organization, and a proactive, team-oriented mindset. This is a hands-on, in-office role for someone who thrives on staying ahead of deadlines, jumping in where needed, and ensuring projects move forward without disruption. The Project Coordinator works closely with Project Managers, field teams, the Construction Operations Manager, and Finance to keep payroll, materials, billing, scheduling, and documentation accurate and on track. Many responsibilities are time-sensitive and directly impact payroll, revenue cycles, and job progress.

Requirements

Strong multitasking ability in a deadline-driven environment
Team player with a “jump in and get it done” attitude
High sense of urgency and accountability
Exceptional attention to detail, especially with financial documentation and job costing
Ability to manage multiple active projects simultaneously
Strong communication skills with field staff, vendors, and leadership
Highly organized with disciplined document control
Ability to work independently and anticipate project needs

Responsibilities

Review, correct, and submit daily construction timesheets; coordinate directly with field personnel to resolve discrepancies promptly
Submit field employee time-off requests for approval and update dispatch software and company calendar accordingly
Coordinate material orders and equipment rentals with Project Managers and field teams to ensure timely jobsite delivery
Process and track material requisitions and rental agreements
Assign and track job numbers
Maintain organized electronic and physical project files
Prepare and submit monthly job progress billings in coordination with Project Managers
Prepare, track, and invoice change orders
Maintain Work-in-Progress (WIP) schedules for monthly review with Construction Manager and Finance
Reconcile company credit card charges with accurate job coding and documentation
Track assigned projects to ensure billing, procurement, and documentation remain current
Proactively follow up with Project Managers on outstanding items to prevent billing or operational delays
Download and organize drawings and documentation for RFPs
Log new bid opportunities into the company bid calendar
Assist in preparing and submitting proposals and RFP responses
Upload and maintain all bid documents in a consistent, organized format within the shared drive
Track proposal deadlines to ensure timely submission