Assistant Projects Coordinator

Position Summary

The Assistant Projects Coordinator supports the successful execution of HVAC, plumbing, piping, and mechanical installation projects by providing administrative, scheduling, documentation, and coordination support to Project Managers, Project Coordinators, Superintendents, and field personnel. This position serves as a critical link between the office and field teams, helping ensure projects are completed safely, on schedule, within budget, and in accordance with company and customer requirements.

Reports To

Projects Operations Manager

Essential Duties and Responsibilities

Project Administration

• Assist with project setup and maintenance in company software systems.
• Create and maintain project files, logs, and documentation.
• Support project teams with contract documents, submittals, RFIs, change orders, and closeout documentation.
• Track project milestones, deadlines, and deliverables.
• Prepare meeting agendas and distribute meeting minutes.

Scheduling & Coordination

• Coordinate manpower schedules with Project Managers and field leadership.
• Schedule project meetings, site visits, inspections, and customer meetings.
• Monitor project timelines and communicate schedule updates to stakeholders.

Procurement Support

• Coordinate purchase orders with vendors and suppliers.
• Track material deliveries and identify potential delays.
• Maintain equipment and material tracking logs.

Financial Support

• Assist with project cost tracking and reporting.
• Review vendor invoices for accuracy and proper coding.
• Support monthly billing and progress payment processes.
• Maintain documentation for approved change orders and project cost impacts.

Field Support

• Serve as a point of contact between field crews and office personnel.
• Collect and organize daily reports, timecards, and project documentation.
• Assist with jobsite documentation and project record keeping.
• Support onboarding and project-specific paperwork for field personnel.

Customer Service & Communication

• Communicate professionally with customers, vendors, subcontractors, and internal teams.
• Respond to project-related inquiries and provide status updates.
• Help maintain positive customer relationships through timely communication and follow-up.

Compliance & Safety

• Assist with maintaining required project compliance documentation.
• Support safety documentation, training records, and site-specific requirements.
• Ensure project records are maintained according to company standards.

Working Conditions

• Office environment with regular interaction with field personnel and customers.
• Occasional exposure to construction jobsite conditions.
• May require occasional overtime to meet project deadlines.

Education

• High school diploma or GED required.

Experience

• 1-3 years of administrative, construction, project coordination, or related experience preferred.
• Experience in mechanical contracting, construction, HVAC, plumbing, or industrial services is a plus.

Knowledge, Skills, and Abilities

• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and accuracy.
• Ability to work effectively with both office and field personnel.
• Problem-solving and critical-thinking abilities.
• Ability to maintain confidentiality and professionalism.

Technical Skills

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, Teams).
• Experience with construction management or ERP software preferred.
• Ability to learn scheduling, project management, and reporting systems.

Physical Requirements

• Primarily office-based work with occasional jobsite visits.
• Ability to sit, stand, walk, and use standard office equipment.
• Ability to lift up to 25 pounds occasionally.
• Ability to travel to project sites as needed.