HVAC Project Coordinator

Cooling Unlimited, Inc.; Reading (MA); On-site; USD 32,000 - 37,000; Full time

Benefits offered by this job

Medical insurance

Dental & Vision

Disability insurance

Life insurance

401(k) match

Paid sick leave

7 paid holidays

Birthday leave

Job summary

Cooling Unlimited, Inc. is seeking an organized HVAC Project Coordinator in Reading, MA to help move residential installation projects from the office to the field.

The role supports the Installation Manager with daily schedules, paperwork, and documentation while coordinating permits and outside resources. The position offers Monday–Friday, 7:30 AM–4:30 PM with an hourly pay range of $23–$27, depending on experience, and occasional overtime during seasonal demand.

Qualifications

• 2 years of experience in a busy office or administrative environment.
• Experience with scheduling, project coordination, dispatch, or similar is a plus.
• Familiarity with home-services platforms like ServiceTitan is desirable.
• Proficiency in Word, Outlook, and Excel.

Responsibilities

• Maintain and update daily job schedules with Installation Manager.
• Prepare paperwork, job folders, and materials before installations.
• Build and maintain sales and installation documentation.
• Coordinate permits, inspections, subcontractors, and other resources.
• Keep everyone aligned on project details across teams.
• Communicate appointment times and schedule changes to homeowners.
• Follow up with customers after installations.
• Track details and quickly communicate schedule changes.

Skills

Scheduling

Project coordination

Dispatch

Customer communication

Multi-line phone

Organization

Team collaboration

Tools

ServiceTitan

Microsoft Word

Outlook

Excel

GPS mapping

Job description

HVAC Project Coordinator | $23–$27/hr | Reading, MA | Full-Time

Cooling Unlimited, Inc. is hiring an organized, detail-focused HVAC Project Coordinator to help keep residential installation projects moving from the office to the field.

For nearly 40 years, we've built a growing local HVAC business serving homeowners throughout Middlesex County. This position is ideal for someone who enjoys keeping multiple moving pieces organized, communicating with different teams, and making sure customers and field personnel have the information they need.

Schedule: Monday–Friday, 7:30 AM–4:30 PM

Pay: $23–$27 per hour, based on experience, occasional overtime may be needed to meet seasonal demand

What You'll Handle

You’ll be responsible for the administrative coordination that supports our installation department. Your day may include:

• Working with the Installation Manager to maintain and update daily job schedules
• Preparing paperwork, job folders, and other materials before installations begin
• Building and maintaining sales and installation documentation
• Coordinating permits, inspections, subcontractors, and other outside resources
• Keeping installers, customers, vendors, managers, and office personnel aligned on project details
• Reaching out to homeowners regarding appointment times, schedule changes, and project updates
• Performing customer follow-up after sales visits and completed installations
• Tracking details and communicating changes quickly when schedules or priorities shift

What We're Looking For

The right person will be comfortable working in a busy office where priorities can change throughout the day. We're looking for someone who is dependable, organized, responsive, and able to take ownership of their responsibilities.

Preferred background includes

• At least 2 years of experience in a busy office or administrative environment
• Previous scheduling, project coordination, dispatch, or similar experience is a strong plus
• Experience with ServiceTitan or another home-services/trades platform is highly desirable
• Working knowledge of Microsoft Word, Outlook, and Excel
• Experience handling customer calls through a multi-line phone system
• Familiarity with mapping, GPS, or route-planning software
• Strong organizational skills with the ability to manage several priorities at once
• Ability to work effectively with limited supervision while also collaborating with a larger team

Benefits

• Medical insurance with 50% employer contribution
• Dental and vision coverage with 50% employer contribution
• Company-paid short-term and long-term disability
• Company-paid life insurance
• 401(k) with 3% company match
• Paid sick leave
• 7 paid holidays
• Vacation time
• Paid day off for your birthday

If you're someone who likes being the person who keeps things organized behind the scenes and makes sure installations stay on track, we'd like to hear from you.