HVAC Construction Project Coordinator / Assistant Project Manager

Hired by Matrix, Inc; Village of Mineola (NY); On-site; USD 70,000 - 97,000; Full time

Job summary

Hired by Matrix, Inc. is seeking a proactive Construction Project Coordinator to support HVAC project execution on-site in New York. You will manage documentation, submittals, RFIs, schedules, and vendor coordination to keep projects on track.

Ideal applicants have 2+ years in HVAC/construction, strong organization, and proficiency with Excel, Outlook, and Procore for project management. This role requires sharp communication and the ability to juggle multiple active projects on-site.

Qualifications

• 2+ years of experience supporting commercial HVAC, mechanical, or related construction projects.
• Proficiency reading construction drawings and specifications; understand project scope.
• Familiarity with submittals, RFIs, purchase orders, change orders, and construction schedules.
• Strong organizational, communication, and follow-through skills.

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 field project managers, vendors, and subcontractors to follow up on requests.
• Update procurement schedules, look-ahead schedules, and action lists; identify overdue activities and deadlines.
• Maintain change-order logs, collect quotations, and assist with proposals.
• Help track purchase commitments, subcontract amounts, pending changes, and project expenditures.
• Collect progress information and supporting documents 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.

Skills

Project coordination

Reading drawings

Construction scheduling

Communication

Organization

Prioritization

Vendor coordination

Education

Construction-related degree or equivalent experience

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.

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