Job Title: HVAC Project Coordinator / Administrator

Location: Columbus, Ohio

Employment Type: Full-Time

Position Overview

We are seeking a highly organized HVAC Project Coordinator / Administrator to support our growing operations team in Columbus, Ohio. This role serves as the administrative backbone of HVAC installation and construction projects, ensuring seamless communication between project managers, field personnel, vendors, subcontractors, and customers. The ideal candidate thrives in a fast-paced environment, excels at managing multiple priorities, and is committed to delivering exceptional customer service and project support.

Required Responsibilities

• Coordinate HVAC construction and retrofit projects from award through completion
• Assist Project Managers with scheduling, documentation, and project tracking
• Prepare and maintain contracts, submittals, RFIs, change orders, permits, and closeout packages
• Track project budgets, purchase orders, and equipment deliveries
• Coordinate with suppliers and subcontractors to ensure timely material procurement
• Update project schedules and maintain accurate project records
• Process billing documentation and support accounts receivable functions
• Monitor project milestones and proactively identify potential delays
• Communicate project updates to internal teams and customers
• Maintain compliance with company standards and documentation requirements

Required Qualifications

• High school diploma or GED
• Minimum 3 years of administrative, project coordination, or construction support experience
• Strong proficiency with Microsoft Office Suite
• Excellent organizational and time management skills
• Strong written and verbal communication skills
• Ability to manage multiple projects simultaneously

Preferred Qualifications

• Associate’s or Bachelor’s degree in Business, Construction Management, or related field
• HVAC, mechanical contracting, or construction industry experience
• Experience with ServiceTitan, Vista, Sage, Foundation, or similar construction software
• Knowledge of HVAC equipment and construction processes

Success Metrics

• Support 20 to 50 active projects simultaneously
• Maintain 95%+ documentation accuracy
• Meet project reporting deadlines consistently
• Assist in keeping projects on schedule and within budget

Career Growth Opportunities

This role provides a pathway to Project Management, Operations Management, Construction Management, or Mechanical Contracting leadership positions.