Project Coordinator

Job DetailsJob Location: Mattapoisett, MA 02739Position Type: Full TimeEducation Level: Not SpecifiedSalary Range: $25.00 - $35.00 HourlyTravel Percentage: NoneJob Shift: DayJob Category: DG ServiceThe Project Coordinator supports the successful execution of HVAC installation, controls, and electrical projects, while also coordinating related service activities, including preventive maintenance. This role provides administrative, scheduling, documentation, invoicing, and permitting support to the General Manager of Mechanical Services, helping ensure projects and service obligations are properly planned, compliant, billed, and closed out. The ideal candidate is highly organized, detail-oriented, and comfortable supporting both project-based work and recurring service activity in a commercial mechanical environment.

 

Responsibilities:


Support commercial HVAC installation, controls, and electrical projects from kickoff through closeout
Assist the General manager with project setup, coordination, and administrative support
Create, maintain, and organize project documentation, schedules, and records within project management and accounting systems
Coordinate communication between project managers, service teams, field supervisors, technicians, subcontractors, vendors, customers, and accounting
Track project schedules, milestones, and deliverables, proactively identifying and escalating conflicts, delays, or risks
Assist with material ordering, tracking, and delivery coordination to ensure site readiness
Maintain accurate records for submittals, RFIs, change orders, purchase orders, and approvals
Log and track approved scope changes and pricing requests as directed by project leadership
Prepare meeting agendas, capture meeting minutes, and follow up on action items
Coordinate permit applications for HVAC, controls, and electrical work in accordance with project scope and local requirements
Prepare and submit permit documentation including drawings, specifications, insurance certificates, and contractor credentials
Track permit status, approvals, inspections, fees, and expiration dates
Coordinate required inspections with inspectors, field supervisors, and customers
Maintain organized, audit-ready permit and inspection recordsRegister equipment warranties, including Mitsubishi and JB warranties, to ensure client protection and manufacturer compliance.
Support scheduling and coordination of service-related activity associated with projects, controls work, and installed systems
Assist with scheduling preventive maintenance visits, seasonal service work, and warranty-related service activity
Coordinate service schedules with customers, technicians, service coordinators, and project teams to avoid work conflicts
Track completion of service and PM activities to ensure contractual obligations are met and documented
Enter, review, and validate installer and technician timesheets for payroll processing, ensuring time is coded accurately to the correct job, phase, cost code, and pay type
Verify time entries for completeness, accuracy, and compliance with company policies, and payroll deadlines
Follow up with installers, technicians, and supervisors to resolve missing, incorrect, or late time entries
Coordinate with payroll teams to support timely and accurate payroll processing
Maintain organized, audit-ready labor and timekeeping records
Support project invoicing, including monthly progress billing and percent-complete billing
Prepare and assemble billing documentation in AIA formats (G702/G703 or equivalent)
Track contract values, approved change orders, retainage, and prior billings to ensure accurate applications for payment
Coordinate with project managers and accounting to confirm billed progress aligns with field completion
Assist with service-related invoicing tied to preventive maintenance, warranty work, or project-associated service activity
Respond to customer billing documentation requests and support timely invoice submission
Assist with basic project cost tracking, labor reporting, and production data entry
Support project and service closeout activities including as-builts, O&M manuals, warranties, testing documentation, and customer handoff packages
Maintain organized, audit-ready project, service, billing, permit, and payroll documentation
Perform general administrative duties to support Install, Controls, and Electrical leadership
Adhere to all company safety, quality, and compliance standards


 

Job Qualifications: 


2+ years of experience in project coordination, service coordination, or project administration within HVAC, mechanical, controls, or electrical contracting
Familiarity with commercial HVAC installation, controls, electrical projects, permitting processes, preventive maintenance, and progress billing
Experience with AIA-style billing and percentage-of-completion invoicing preferred
Experien