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.