Construction Project Coordinator - HVAC Billing & Docs

Elemental Cognition; Columbus (OH); On-site; USD 44,000 - 48,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

401(k) with company match

Paid time off and holidays

Job summary

Mid-Ohio Air Conditioning (MOAC) seeks a detail‑driven Project Coordinator to own project setup, document control, and billing for our design‑build Construction Division in Columbus. You will manage submittals, RFIs, change orders, vendor records, and compliance paperwork, ensuring all files are current and accessible.

The role emphasizes proactive follow‑through and close collaboration with project managers to keep work on schedule and on budget.

Qualifications

• High school diploma or equivalent; associate degree in business administration, accounting, construction management, or a related field preferred.
• Two or more years of project administration, construction billing, purchasing support, or contract administration experience — preferably with a mechanical, electrical, plumbing, or specialty trade contractor.
• Working knowledge of construction billing practices, including progress billings, schedules of values, retainage, change orders, and lien waivers.
• Strong proficiency in Microsoft Excel, including pivot tables, lookup and text functions, and formula‑driven trackers.
• Proficiency with Microsoft Word, Outlook, Teams, and general office technology.
• Demonstrated ability to manage many concurrent priorities and consistently meet recurring deadlines.
• Excellent written and verbal communication skills, with the confidence to follow up persistently with vendors, subcontractors, general contractors, and internal staff.
• High attention to detail and accuracy in documentation, data entry, and financial records.
• Ability to pass pre‑employment background screening and drug testing.

Responsibilities

• Set up new construction jobs in Oracle NetSuite, including contract values, budgets, cost codes, schedule of values, billing terms, and project records.
• Establish and maintain complete electronic project files — contracts, purchase orders, submittals, RFIs, change orders, correspondence, permits, and closeout documentation.
• Assemble, format, transmit, and log submittals, shop drawings, and O&M manuals after technical review by the APM or PM; follow up until responses are returned.
• Issue and log RFIs prepared by project management; track response due dates and elevate overdue items.
• Support permit application paperwork and inspection scheduling as directed.
• Request and compile vendor quotes for review; organize pricing comparisons for project management decision-making.
• Maintain vendor records, pricing files, and contact information.
• Prepare monthly progress billings for all Construction Division projects, including AIA‑style G702/G703 applications for payment, schedule of values updates, and stored materials documentation.
• Obtain verified percent‑complete and change order status from the Assistant PM or PM before preparing each billing.
• Assemble required billing backup — conditional and unconditional lien waivers, certified payroll, subcontractor pay applications, insurance certificates, and owner‑specific forms.
• Submit billings through owner and general contractor portals (Textura, GC Pay, Procore, and similar) and confirm receipt and approval status.
• Track approved change orders through to billing so that no approved scope goes uninvoiced.
• Monitor accounts receivable aging by project; follow up on outstanding payments, unapproved pay applications, and retainage releases.
• Support job cost accuracy through cost coding corrections, committed cost tracking, and month‑end close assistance for the Construction Division.
• Process subcontractor pay applications for review and approval, and coordinate payment release with Accounting.
• Collect, verify, and maintain subcontractor compliance documentation: executed subcontracts, certificates of insurance, W‑9s, licences, and bonds.
• Confirm insurance certificates meet MOAC and project requirements and track renewal dates before expiration.
• Maintain lien waiver files by project and pay period for both MOAC and its subcontractors.
• Assemble certified payroll and prevailing wage documentation on applicable public projects.
• Provide administrative support to Project Managers and Assistant Project Managers across a portfolio of concurrent active projects.
• Schedule internal and external project meetings; prepare agendas, capture meeting minutes, and distribute action items with owners and due dates.
• Track deadlines and open action items across projects and elevate at‑risk items before they become problems.
• Support field crews with paperwork requirements including daily reports, timesheets, safety documentation, and equipment sign‑offs.
• Assemble project closeout packages — warranty letters, as‑builts, O&M manuals, and owner training documentation.
• Assist with weekly and monthly Construction Division reporting produced from NetSuite data.
• Provide general office support as needed, including phone coverage, mail, and visitor reception, in a small‑company environment where everyone pitches in.
• Maintain and improve standard operating procedures for project setup, purchasing, and billing workflows; support training of new team members on those processes.
• Organise, apply for, and renew company licenses with multiple municipalities.
• Perform other duties as assigned in support of Construction Division goals.

Skills

Tenacity and follow-through

Initiative

Accuracy under pressure

Organization

Communication

Service orientation

Confidentiality and integrity

Education

High school diploma; associate degree preferred

Tools

Oracle NetSuite

Procore

GC Pay

Textura

Excel

Job description

Mid-Ohio Air Conditioning (MOAC) seeks a detail‑driven Project Coordinator to own project setup, document control, and billing for our design‑build Construction Division in Columbus. You will manage submittals, RFIs, change orders, vendor records, and compliance paperwork, ensuring all files are current and accessible.

The role emphasizes proactive follow‑through and close collaboration with project managers to keep work on schedule and on budget.