HVAC Assistant Project Manager

Kelso Building Services; Town of Ogden (NY); On-site; USD 75,000 - 100,000; Full time

Benefits offered by this job

Medical, dental, vision coverage

401(k) with company match

Paid holidays and PTO

Career development opportunities

Supportive team environment

Job summary

Kelso Building Services is seeking an HVAC Assistant Project Manager to support commercial and industrial HVAC projects, working with experienced leaders and gaining hands-on experience.

You will help with project coordination, budgeting, scheduling, procurement, and documentation, ensuring safety and quality standards while fostering collaboration across field teams, subcontractors, and clients.

Qualifications

• Experience supporting construction, mechanical, or HVAC projects
• Degree in Construction Management, Engineering, Business, or related discipline
• Strong organizational skills
• Knowledge of budgeting, scheduling, procurement and contract administration
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office applications (Excel, Outlook, Word)
• Experience with project tracking software preferred
• OSHA 30 certification or First Aid/CPR certification a plus

Responsibilities

• Support the Project Manager through all phases of HVAC construction projects, from pre-construction planning through project closeout
• Maintain organized project records, ensuring contracts, drawings, submittals, permits, and correspondence are tracked and stored
• Participate in project kickoff meetings and transfer information from estimating to operations teams
• Monitor project costs and assist with budget tracking, forecasting, and financial reporting
• Coordinate project schedules with field personnel, vendors, subcontractors, and customers
• Prepare and process subcontract agreements, purchase orders, and material procurement documentation
• Review and track equipment and material submittals for compliance
• Generate and monitor RFIs and other project communications
• Assist in evaluating change orders, pricing adjustments, and scope modifications
• Coordinate with accounting to reconcile invoices and project costs
• Serve as a point of contact for subcontractors and suppliers regarding scheduling and requirements
• Support field teams by securing labor, equipment, and materials
• Promote adherence to safety policies and quality standards
• Attend job site meetings and provide status updates

Skills

Construction management

HVAC systems knowledge

Organizational skills

Budgeting

Scheduling

Communication skills

Microsoft Office

PM software

OSHA 30 cert

PM certification

Education

Construction Management degree

Engineering degree

Business degree

Tools

Construction management software

Job description

At Kelso Building Services, we’re committed to building successful projects while investing in the people who make them happen. As an HVAC Assistant Project Manager, you’ll work alongside experienced project leaders on commercial and industrial HVAC projects, gaining valuable hands‑on experience and opportunities for professional growth. We foster a culture centered on accountability, collaboration, safety, and continuous improvement.

HVAC Assistant Project Manager Responsibilities

• Support the Project Manager throughout all phases of HVAC construction projects, from pre‑construction planning through project closeout.
• Maintain organized project records, ensuring contracts, drawings, submittals, permits, and correspondence are properly tracked and stored.
• Participate in project kickoff meetings and assist with transferring critical information from estimating to operations teams.
• Monitor project costs and assist with budget tracking, forecasting, and financial reporting.
• Help coordinate project schedules by working with field personnel, vendors, subcontractors, and customers.
• Prepare and process subcontract agreements, purchase orders, and material procurement documentation.
• Review and track equipment and material submittals to ensure compliance with project specifications.
• Generate, monitor, and follow up on Requests for Information (RFIs) and other project communications.
• Assist in evaluating change orders, pricing adjustments, and scope modifications.
• Coordinate with accounting and operations teams to reconcile invoices, project costs, and billing‑related items.
• Serve as a point of contact for subcontractors and suppliers regarding scheduling, project requirements, and performance expectations.
• Support field teams by helping secure labor, equipment, and materials needed to maintain project progress.
• Promote adherence to company safety policies, quality standards, and project objectives.
• Attend job site meetings and provide project status updates as needed.

Preferred Qualifications

• Experience supporting construction, mechanical, or HVAC projects, or a degree in Construction Management, Engineering, Business, or a related discipline.
• Understanding of commercial and industrial HVAC systems, equipment, and installation practices.
• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Knowledge of project budgeting, scheduling, procurement, and contract administration.
• Ability to build positive working relationships with clients, subcontractors, vendors, and internal teams.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft Office applications, including Excel, Outlook, and Word.
• Experience utilizing construction management or project tracking software is preferred.
• OSHA 30 certification, First Aid/CPR certification, or willingness to obtain certifications is a plus.
• PMP, CCM, or other project management certifications are desirable but not required.
• Self‑motivated, detail‑oriented, and committed to delivering high‑quality results.

Compensation & Benefits

• Competitive compensation based on experience and qualifications.
• Comprehensive medical, dental, and vision coverage.
• 401(k) retirement plan with company matching contributions.
• Paid holidays and generous paid time off.
• Career advancement opportunities and ongoing professional development.
• Supportive team environment with long‑term growth potential.