Assistant Project Coordinator - HVAC & Mechanical

Socket.dev; Nashville (TN); On-site; USD 50,000 - 65,000; Full time

Job summary

Socket.dev in Nashville, TN seeks an Assistant Projects Coordinator to support HVAC, plumbing, piping, and mechanical installation projects through admin, scheduling, and field coordination. This role acts as the crucial link between the office and field teams to help ensure projects are completed safely, on time, and within budget.

You will bridge office and field personnel, maintain project documentation, track milestones, prepare meeting materials, and support procurement, cost tracking, and

Qualifications

• High school diploma or GED required.
• 1–3 years of administrative, construction, project coordination, or related experience preferred.
• Experience in mechanical contracting, HVAC, plumbing, or industrial services is a plus.

Responsibilities

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

Skills

Organizational skills

Time management

Verbal and written communication

Multitasking

Attention to detail

Professionalism and confidentiality

Education

High school diploma or GED

Tools

Microsoft Office Suite

Construction management/ERP software (preferred)

Job description

Socket.dev in Nashville, TN seeks an Assistant Projects Coordinator to support HVAC, plumbing, piping, and mechanical installation projects through admin, scheduling, and field coordination. This role acts as the crucial link between the office and field teams to help ensure projects are completed safely, on time, and within budget.

You will bridge office and field personnel, maintain project documentation, track milestones, prepare meeting materials, and support procurement, cost tracking, and