HVAC Project Coordinator & Admin Specialist

EMCOR Services Mesa Energy; Thousand Oaks (CA); On-site; USD 42,705 - 48,216; Full time

Job summary

EMCOR Services Mesa Energy is seeking a detail‑oriented back‑office coordinator to support project administration for HVAC, building automation, chiller, and retrofit projects.

The role focuses on organizing bid materials, coordinating kickoff meetings, recording meeting minutes, handling project billing, and producing subcontract and O&M documents. Strong Excel/Adobe skills and teamwork are essential for success.

Qualifications

• Pursuing college degree or equivalent work experience.
• Experience taking detailed meeting minutes.
• Effective communications skills and ability to work well with a team.
• Detail oriented, logical, and methodical approach to problem solving.
• Excellent organizational skills.
• Scheduling and planning experience.
• Strong proficiency with Microsoft Office and Adobe Acrobat.

Responsibilities

• Receive bid documents and generate new project packets for the project implementation team.
• Coordinate kick-off meetings with Sales & Implementation teams.
• Take meeting minutes.
• Manage all project billing (Schedule of Values, progress billing, etc.).
• Generate status updates on active projects.
• Manage cost invoicing from vendors & subcontractors based on project manager requirements.
• Generate subcontracts per job requirements.
• Perform routine clerical duties – setting up new files, maintaining and organizing department files, reproducing documents for bid process and design production.
• Create Purchase orders.
• Create O&M (Close-out) docs per customer requirements.
• Work with Project teams to generate change orders & deductive change orders.

Skills

Meeting minutes

Back-office support

Communication

Organization

Scheduling

Microsoft Office

Adobe Acrobat

Education

Pursuing college degree

Tools

Microsoft Office

Adobe Acrobat

Job description

EMCOR Services Mesa Energy is seeking a detail‑oriented back‑office coordinator to support project administration for HVAC, building automation, chiller, and retrofit projects.

The role focuses on organizing bid materials, coordinating kickoff meetings, recording meeting minutes, handling project billing, and producing subcontract and O&M documents. Strong Excel/Adobe skills and teamwork are essential for success.