Construction Project Operations Coordinator

Hoffman Building Technologies, Inc.; Charleston, Northern (SC, KY); Hybrid; USD 52,000 - 72,000; Full time

Job summary

Hoffman Building Technologies, Inc. is seeking a Project Operations Coordinator to support construction, service, and administrative activities. You will manage scheduling, documentation, and customer communication while assisting field technicians and management.

You will coordinate project documentation, prepare submittals, issue subcontract agreements, and transfer projects to warranty status. The role also covers service coordination, quotes, and routine account management in a fast-paced

Qualifications

• 3–5 years in operations, service dispatching, or administrative support.
• HVAC/BAS experience preferred.
• Experience with service management or project accounting software is a plus.
• Proficiency with Microsoft Office Suite and related applications.
• Familiarity with project documentation such as submittals, plans, and closeout materials.

Responsibilities

• Schedule and coordinate book new construction projects in accounting and project management systems.
• Prepare submittals, O&M manuals, as‑built drawings, warranty letters, and close‑out documentation.
• Issue subcontract agreements, coordinate with legal, and track insurance certificates.
• Process project change orders and maintain status updates.
• Transfer completed projects from construction to warranty status.
• Set up new customers, service agreements, and vendors in the accounting system.
• Serve as a primary contact for service scheduling and customer updates.
• Receive and schedule service calls, collect customer details, and log in Viewpoint.
• Provide Level 1 phone support for contracted service customers, including basic BAS troubleshooting, alarm acknowledgment, point checks, resets, and remote diagnostics.
• Maintain technician schedules for efficient routing and resource allocation.
• Support technicians with materials, truck stock coordination, and travel arrangements.
• Review and update records based on field service reports.
• Maintain communication with contracted customers and assist with routine account needs.
• Prepare service quotes for repairs, PM findings, upgrades, and small projects.
• Deliver quotes with clear documentation and follow up on approvals.
• Track open quote status and coordinate next steps with Service Sales and Operations.
• Support contract renewals by providing historical data and documentation.
• Prepare reports, correspondence, and memos as requested.
• Order office supplies, coordinate equipment maintenance, and manage loaner inventory.
• Open and distribute incoming mail and shipments.
• Coordinate meetings, training sessions, company events, and travel arrangements.
• Greet and assist visitors, vendors, and customers.
• Maintain professional communication with customers, technicians, staff, sales teams, and subcontractors.
• Provide information supporting management reporting and operational planning.
• Recommend process improvements as conditions or resources change.
• Coordinate with home office administration and accounting as needed.

Skills

BAS/HVAC knowledge

Communication skills

Time management

Detail-oriented

Problem-solving

Microsoft Office

Field coordination

Education

HVAC/BAS experience preferred

Tools

Service management software

Job description

Hoffman Building Technologies, Inc. is seeking a Project Operations Coordinator to support construction, service, and administrative activities. You will manage scheduling, documentation, and customer communication while assisting field technicians and management.

You will coordinate project documentation, prepare submittals, issue subcontract agreements, and transfer projects to warranty status. The role also covers service coordination, quotes, and routine account management in a fast-paced