Project Coordinator / Specialist

About the Role

Key Responsibilities

• Support planning, scheduling, and coordination of project milestones alongside project managers
• Work closely with project managers, engineering teams, and external partners to monitor project timelines and costs
• Track deliverables and ensure timely follow-up on action items
• Issue customer billing along with AIA documentation
• Maintain and organize key project documents including invoicing, meeting notes, subcontractor/vendor invoices, and change order logs
• Generate weekly/monthly project status reports for Project Management Leadership and stakeholders
• Assist and support project invoicing at the direction of the Project Managers
• Serve as a projects liaison between internal departments (Projects, Sales, Service)
• Schedule and facilitate project turnover meetings for new projects
• Ensure alignment across teams by managing updates and feedback loops
• Complete new vendors and subcontractors account creation in the PO system
• Assist in the implementation and maintenance of project management processes and tools
• Support risk assessment, mitigation strategies, and issue resolution
• Support cost tracking and budget monitoring activities with Project Managers and Project Engineers
• Participate in team planning sessions and knowledge-sharing initiatives

Requirements

• Minimum high school diploma
• 2+ years of experience in project coordination or a similar role
• Proficiency in MS Office (Excel, PowerPoint, Outlook); experience with MS Project or similar tools a plus
• Strong organizational and time management skills
• Excellent written and verbal communication abilities
• Ability to work effectively in a fast-paced, team-oriented environment
• Detail-oriented with a focus on quality and accuracy

Nice to Have

• Associates or Bachelor's degree in Business, Engineering, Project Management, or a related field
• Experience in the HVAC or manufacturing industry
• Familiarity with Agile or Stage-Gate project management methodologies
• Bilingual English and Spanish is a plus

Qualifications

• High school diploma or equivalent
• 2+ years of relevant experience

Benefits & Perks

• 401K
• medical, dental, and vision insurance
• Sick time as applicable to state law