Compensation: $25 to $35 hourly
Position Summary
The Operations Project Coordinator provides essential support to Account Managers and Project Managers by assisting with sales pursuits, proposal development, cost estimating, and project documentation. The Operations Project Coordinator ensures opportunities and projects are well-prepared, clearly documented, and aligned with client expectations.
Operations Support
Assist Operations with job planning tasks such as organizing documentation, gathering product data, preparing kickoff materials, and other operations functions. Participate in internal handoff meetings to support smooth transitions from Sales to Operations.
Workflow Management & Continuous Improvement
Work closely with the Operations leaders to prioritize opportunities, streamline workflows, and support job executions and quarterly initiatives. Identify opportunities to improve job turnover, workflow efficiency, templates, and documentation processes. Collaborate with the Operations leaders to refine processes that improve information sharing, job execution, and profitability.
Management
Prepares and maintains project plans, tracks project progress, and prepares reports for clients or project stakeholders. Leverage service software to document and identify tasks required for each project. Provide weekly updates on all open items for the projects. Coordinate and document WIP (work-in-progress) for service projects. Analyze project progress and, when necessary, adapt scope, timelines, and cost to achieve maximum benefit.
Administration
Processes and tracks submittals from vendor requests through internal approval, external approval, and release of the submittal. May participate in or coordinate special assignments in order to improve operational efficiencies. Maintains and fosters positive sub-contractor and vendor relationships. Draft RFIs (Request for Information). Review submittals and specifications. Assist in documentation and budget control. Take project meeting minutes and document substitution requests.
Analysis
Estimating change orders. Develop and help monitor the project schedule. Maintain procurement, proposal and correspondence logs. Facilitate quality control measures. Select products. Perform manpower loading charts. Prepare and maintain productivity reports. Direct entry and extension of change orders to subcontractors. Develop O & M manuals. Perform cost coding. Materials recaps and material purchases. Perform or assist in value engineering. Project Forecasting.
Education
High School graduate or equivalency (GED) required. Bachelor’s degree in Business, Project Management or related field preferred.
Experience
Two (2) years administrative support. Two (2) years of experience with document control processes. Proven experience in project coordination, preferably in the mechanical services industry.
Knowledge
Knowledge of mechanical systems, HVAC equipment is preferred. Knowledge of construction engineering technology, processes and standards. Thorough knowledge of mechanical construction industry practices, processes, and standards – including systems design, installation, and servicing. Knowledge of the following computer programs: MS Word, Excel. Must be proficient in MS Word, Excel; proficiency with Bluebeam (preferred) or Adobe.
Skills
Sharp attention to detail and superior organizational skills. Ability to adapt to shifting priorities – flexibility. Keen sense of urgency and proven ability to meet or exceed deadlines and commitments. Ability to communicate effectively, both verbally and in writing. Ability to develop and foster effective professional relationships, internally and externally. Team orientation and collaborative spirit. Self-motivation; ability to drive results. Effective communication skills.
Compensation: $25 to $35 hourly
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