Position Overview

The Project Operations Coordinator supports the execution of customer projects and onsite work by coordinating vendors, internal teams, and operational activities to ensure work is scheduled, completed, and invoiced accurately and on time.

Working closely with Sales, Sales Operations, subcontractors, and internal teams, this position helps coordinate commissioning activities, preventive maintenance visits, extended warranty work, and other onsite project requirements. Responsibilities include tracking project milestones in Salesforce, aligning subcontractor activities with project timelines, and ensuring project progress is communicated so order processing, fulfillment, and invoicing occur at the appropriate milestones.

Limited travel (approximately 10–20%) may be required to visit customer sites, observe project progress, and assist with vendor coordination during commissioning or other onsite activities.

This position focuses on project coordination and operational execution and does not perform technical troubleshooting or engineering support, which remain the responsibility of the Technical Services organization.

Candidates with experience coordinating field projects involving subcontractors, equipment installation, commissioning, construction, or other multi-vendor site work environments are especially well suited for this role.

Key Responsibilities

Project & Vendor Coordination

• Coordinate subcontractors and vendors required for project commissioning and onsite work
• Schedule vendors for commissioning, preventive maintenance, extended warranty work, and other project activities
• Confirm vendor availability and site readiness prior to scheduled work
• Communicate vendor schedules, updates, and coordination needs with internal teams
• Ensure vendors have clear scope, scheduling expectations, and coordination with internal stakeholders

• Project Execution & Scheduling
• Track project milestones related to installation, commissioning, and onsite activities
• Maintain and update project timelines and milestones within Salesforce
• Identify scheduling conflicts and proactively resolve coordination issues
• Maintain visibility of project status for Sales and internal stakeholders
• Ensure project timelines remain aligned with customer and vendor expectations

Order & Fulfillment Coordination

• Coordinate with internal teams to ensure orders are created in alignment with subcontractor agreements and project milestones
• Communicate when project milestones allow work to be fulfilled and invoiced
• Help align order entry, fulfillment, and invoicing activities with project execution
• Support operational alignment between project progress and order lifecycle activities
• Help prevent delays in revenue recognition caused by coordination gaps

Vendor Purchase Order Management

• Create and manage purchase orders for subcontractors and project vendors
• Ensure vendor scope aligns with project requirements and subcontractor agreements
• Track vendor deliverables and confirm work completion
• Verify completion of vendor work prior to invoice approval
• Coordinate with Finance and Accounts Payable to ensure vendor invoices match completed work and approved scope

Salesforce Project Tracking

• Maintain accurate Salesforce project records including milestones, vendor assignments, scheduling updates, and status tracking
• Track project progress and maintain documentation of project activities
• Ensure project-related information is complete and up-to-date within Salesforce
• Support reporting related to project execution and completion

Sales & Cross-Functional Support

• Partner with Sales to understand project requirements and scheduling needs
• Provide visibility into project status and vendor schedules
• Coordinate with Finance, Logistics, and Operations when project execution impacts orders or invoicing
• Work collaboratively with Technical Services when project coordination impacts field service activity
• Escalate risks, delays, or coordination challenges impacting project timelines

Qualifications

Education & Experience

• Bachelor’s degree preferred (Business, Operations, or related field)
• 2+ years of hands-on Salesforce experience required
• 3–6 years of experience in project coordination, operations support, or vendor coordination
• Experience coordinating subcontractors, vendors, or onsite project activities preferred
• Experience coordinating projects within commercial HVAC, construction, engineering services, commissioning, equipment installation, or other technical field service environments strongly preferred

Technical Skills

• Salesforce experience required (minimum 2+ years using Salesforce in an operational or project coordination role)
• Experience maintaining Salesforce records, updating project or opportunity data, and ensuring data accuracy
• ERP experience preferred (Kenandy, Rootstock, SAP, or similar)
• Strong Microsoft Excel skills
• Experience working with project schedules, vendor coordination, and multi-stakeholder project timelines

Core Competencies

• Strong organizational and coordination skills
• Ability to manage multiple schedules, priorities, and stakeholders simultaneously
• Excellent written and verbal communication skills
• High attention to detail and process discipline
• Ability to work cross-functionally across Sales, Finance, Logistics, and Operations
• Problem-solving mindset with proactive communication

Disclaimer

The above description outlines the general nature and level of responsibilities associated with this role and is not exhaustive. Background checks and drug screens may be required. We are an equal-opportunity employer committed to fostering an inclusive and diverse workplace.

We are an Equal Opportunity Employer. All employment decisions are based on business needs, job requirements, and individual qualifications, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status, or any other status protected under federal, state, or local law.