HVAC Construction Project Coordinator / Assistant Project Manager

Hired by Matrix, Inc; Village of Mineola (NY); On-site; USD 70,000 - 100,000; Full time

Job summary

Matrix, Inc is seeking a construction project coordinator to support HVAC, mechanical, or related projects on-site. You will manage document control, submittals, RFIs, purchase orders, and schedules while coordinating with vendors and field teams.

Requirements include 2+ years of relevant experience, knowledge of HVAC systems, and proficiency with Excel, Outlook, and Procore. Strong organization and communication are essential for success on multiple active projects.

Qualifications

• 2+ years of experience supporting commercial HVAC, mechanical, or related construction projects.
• Proficiency with Excel, Outlook, Procore for project management.
• Ability to read construction drawings and specifications.
• Familiarity with submittals, RFIs, purchase orders, change orders, and schedules.

Responsibilities

• Maintain current project documentation including drawings, specifications, approved submittals, RFIs, and project logs.
• Assemble and submit equipment and material submittals, monitor review status, and help prepare RFIs.
• Assist with purchase orders and subcontract documentation; track equipment, materials, and delivery dates.
• Coordinate with vendors and subcontractors for field requests.
• Update procurement schedules, look-ahead schedules, and action lists; identify overdue activities.
• Maintain change-order logs, collect quotations, and assist with proposals.
• Help track purchase commitments, subcontract amounts, pending changes, and expenditures.
• Collect progress information and documents for customer billing and subcontractor invoices.
• Prepare meeting agendas/minutes and track action items.
• Coordinate operating and maintenance manuals, warranties, as-built drawings, training records, and punch lists.

Skills

2+ years experience

read drawings & specs

organization

communication

Excel

Outlook

Procore

Education

construction-related degree or equivalent

Tools

Excel

Outlook

Procore

Job description

At-a-Glance

Join a leading HVAC Services Company and advance your career in construction project coordination and management.

Position Type

• Direct Hire
• On-Site

Required

• 2+ years of experience supporting commercial HVAC, mechanical, or related construction projects.
• Working knowledge of HVAC equipment, ductwork, piping, controls, and construction sequencing.
• Ability to read construction drawings and specifications and understand project scope.
• Familiarity with submittals, RFIs, purchase orders, change orders, and construction schedules.
• Strong organizational, communication, and follow-through skills.
• Proficiency with Excel, Outlook, Procore for project management.
• Ability to manage priorities across several active projects.

Preferences

• Experience with government, institutional, or prevailing-wage projects.
• A construction-related degree or equivalent practical experience.

Responsibilities

• Maintain current project documentation including drawings, specifications, approved submittals, RFIs, and project logs.
• Assemble and submit equipment and material submittals, monitor review status, and help prepare RFIs.
• Assist with purchase orders and subcontract documentation; track equipment, materials, and delivery dates.
• Follow up on requests from field project managers and superintendents, coordinating with vendors and subcontractors.
• Update procurement schedules, look-ahead schedules, and action lists; identify overdue activities and deadlines.
• Maintain change-order logs, collect vendor and subcontractor quotations, and assist with preparing proposals.
• Help track purchase commitments, subcontract amounts, pending changes, and project expenditures.
• Collect progress information and supporting documents needed for customer billing and subcontractor invoice review.
• Prepare meeting agendas and minutes, maintain action lists, and follow up with responsible parties.
• Coordinate operating and maintenance manuals, warranties, as-built drawings, training records, and punch-list documentation.