HVAC Commercial Project Coordinator

Spectrum AC; Mangonia Park (FL); On-site; USD 33,000 - 40,000; Full time

Benefits offered by this job

Full-time employment

Growth opportunities

Collaborative environment

Work with sales and estimating teams

Opportunity for career advancement

Job summary

Spectrum AC is seeking an HVAC Commercial Project Coordinator to support our sales and estimating team with administrative duties, pricing coordination, and project documentation.

You will manage vendor communications, pricing requests, drawings, and submittals, while keeping files organized in Procore and ServiceTitan to help our commercial division win and complete projects efficiently.

Qualifications

• Experience in construction administration, sales coordination, estimating support, purchasing, or a related administrative role.
• Strong organizational skills and ability to manage multiple projects and deadlines.
• Excellent attention to detail when handling pricing, documents, and project information.
• Experience communicating with vendors and following up on outstanding requests.
• Strong computer skills and ability to learn new software.
• Maintain accurate digital and physical records.
• Ability to maintain independence and take initiative.
• Strong written and verbal communication skills.
• Ability to prioritize tasks in a fast-paced environment.
• Dependable work ethic and follow-through.

Responsibilities

• Provide daily support to the commercial sales and estimating team by managing paperwork, communication, and documentation.
• Request and collect equipment and material pricing from vendors.
• Email drawings, specifications, and project information to suppliers for quotes.
• Track outstanding pricing requests and follow up with vendors.
• Organize customer files, estimates, proposals, and construction drawings.
• Coordinate blueprint printing and pickup when needed.
• Obtain, distribute, and track equipment and material submittals.
• Maintain accurate project folders and documentation.
• Assist with entering and organizing information in Procore and ServiceTitan.
• Support estimating procedures and preparation of project documentation.
• Keep sales and estimating personnel informed of outstanding items and deadlines.

Skills

Organizational skills

Attention to detail

Communication skills

Initiative

Multitasking

Documentation

Tools

Procore

ServiceTitan

Job description

HVAC Commercial Project Coordinator - Sales Department

Spectrum AC
Location: South Florida
Employment Type: Full-Time
Compensation: $24.00 to $29.00 per hour, depending on experience and qualifications

Help Keep Our Commercial HVAC Sales and Estimating Operations Moving

Are you highly organized, detail-oriented, and someone who enjoys keeping multiple tasks and projects on track? Do you take initiative, follow through on outstanding items, and enjoy being the person who keeps everything running smoothly behind the scenes?

Spectrum AC is looking for an HVAC Commercial Project Coordinator to provide administrative and operational support to our commercial sales and estimating team.

This position is ideal for someone who has experience in construction administration, estimating support, purchasing, or project documentation and enjoys working with vendors, organizing information, and managing deadlines.

We're looking for someone who can take ownership of the administrative details so our sales professionals can focus on developing business, preparing estimates, and securing new projects.

This is a coordination and administrative support position, not a sales or project management role.

Why Join Spectrum AC?

• $24.00 to $29.00 per hour, based on experience

• Full-time employment with an established HVAC company

• Opportunity to support a growing commercial division

• Work directly with experienced sales and estimating professionals

• Variety of responsibilities that keep the workday engaging

• Opportunity to develop knowledge of commercial HVAC equipment, estimating, and construction processes

• Collaborative environment where organization and initiative make a meaningful difference

• Opportunities for long-term professional growth

What We're Looking For

• Experience in construction administration, sales coordination, estimating support, purchasing, or a related administrative role

• Strong organizational skills and ability to manage multiple projects and deadlines

• Excellent attention to detail when handling pricing, documents, and project information

• Experience communicating with vendors and following up on outstanding requests

• Strong computer skills and ability to learn new software

• Ability to maintain accurate digital and physical records

• Confidence working independently and taking initiative without constant direction

• Strong written and verbal communication skills

• Ability to prioritize tasks and keep information organized in a fast-paced environment

• Dependable work ethic and commitment to following tasks through to completion

Preferred Qualifications:

• Experience in commercial HVAC, mechanical contracting, or construction

• Familiarity with Procore, ServiceTitan, or similar business software

• Experience handling construction drawings, blueprints, and project specifications

• Understanding of vendor quotes, equipment pricing, and estimating procedures

• Familiarity with equipment submittals and construction documentation

Previous HVAC experience is preferred but not required. We’re interested in candidates with strong administrative and coordination skills who can learn our industry and processes.

What You'll Do

You’ll provide daily support to our commercial sales and estimating team by managing the paperwork, communication, and documentation associated with commercial HVAC projects.

Responsibilities include:

• Request and collect equipment and material pricing from vendors

• Email drawings, specifications, and project information to suppliers for quotes

• Track outstanding pricing requests and follow up with vendors

• Organize customer files, estimates, proposals, and construction drawings

• Coordinate blueprint printing and pickup when needed

• Obtain, distribute, and track equipment and material submittals

• Maintain accurate project folders and documentation

• Assist with entering and organizing information in Procore and ServiceTitan

• Support estimating procedures and preparation of project documentation

• Keep sales and estimating personnel informed of outstanding items and deadlines

Be the Person Who Keeps Everything Organized

The right candidate will enjoy working with details, managing information, and making sure nothing falls through the cracks.

We need someone who doesn't simply wait for the next assignment but recognizes when a vendor needs a follow-up, a document is missing, or a deadline is approaching.

If you're an organized, proactive professional who enjoys supporting a busy team and wants to build a career in the commercial HVAC industry, we'd like to hear from you.