Job Title: HVAC Assistant Project Manager / Project Coordinator

Location: Northern, NJ
Employment Type: Full-Time

About Us

We are a growing HVAC contractor with a strong reputation for quality workmanship, customer service, and long-term employee development. As our company continues to expand and prepare for future leadership transitions, we are seeking a motivated HVAC Assistant Project Manager / Project Coordinator to support our estimating, project management, and sales operations.

This role is ideal for someone who enjoys working with customers, coordinating projects, and learning the business side of commercial and residential HVAC work. You will work directly alongside experienced estimators and project managers, gaining hands-on exposure to bidding, project execution, customer relationships, and operational leadership.

Many employees who have started in this position have successfully advanced into Project Manager and Sales roles.

Position Summary

The HVAC Assistant Project Manager / Project Coordinator serves as a key support resource for the estimating and project management team. This position assists with job walks, pricing, estimating, proposal preparation, project coordination, customer communication, and administrative support throughout the project lifecycle.

This role offers a clear career path into Project Management, Estimating, Sales, and future leadership opportunities as the company continues to grow.

Key Responsibilities

Required

• Assist estimators and project managers with day-to-day project activities
• Participate in job site walks and gather project information
• Support project pricing and estimate preparation
• Prepare proposals, bids, quotations, and customer correspondence
• Coordinate project documentation and maintain organized project files
• Communicate with customers, vendors, subcontractors, and internal teams
• Track proposal status and assist with bid follow-up activities
• Monitor project schedules, milestones, and deliverables
• Assist with material procurement and vendor coordination
• Support project managers through project startup, execution, and closeout
• Maintain accurate records within company software systems
• Provide general office and administrative support as needed

Preferred

• Assist with forecasting project budgets and timelines
• Participate in customer relationship management activities
• Support business development and sales initiatives
• Identify process improvement opportunities
• Assist leadership with operational reporting and project tracking

Qualifications

Required

• High school diploma or equivalent
• Strong organizational and multitasking abilities
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office applications
• Ability to manage multiple priorities in a fast-paced environment
• Valid driver’s license and reliable transportation
• Professional and customer-focused attitude

Preferred

• Associate’s or bachelor’s degree in Construction Management, Business, Engineering, or a related field
• Experience in HVAC, mechanical contracting, construction, estimating, project coordination, or project management
• Familiarity with estimating software and project management systems
• Experience reviewing plans, specifications, and construction documents
• Understanding of commercial HVAC systems and construction processes