HVAC Project Coordinator: Drive On-Time Project Delivery

Ambient Enterprises; Berkeley Heights (NJ); On-site; USD 40,000 - 43,000; Full time

Job summary

Ambient Enterprises is seeking a detail-oriented Project Coordinator to support our Sales and Engineering teams and keep projects on track from order entry through completion. You will coordinate orders, paperwork, billing, and project updates with internal teams, customers, and vendors to ensure accuracy and timely communication throughout the project lifecycle.

The role requires strong organizational skills, ability to manage multiple projects, and proficiency with MS Word, Excel, and Outlook,

Qualifications

• Experience in project coordination, sales support, customer service, operations, or a similar role preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Good written and verbal communication skills.
• Ability to manage multiple projects and priorities.
• Comfortable working independently and as part of a team.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Comfortable working with purchase orders, invoices, pricing, and other project documentation.
• Strong follow-up and problem-solving skills.
• Ability to learn new software and internal systems quickly.

Responsibilities

• Coordinate projects from order entry through completion and closeout.
• Review customer purchase orders, project information, and order details for accuracy.
• Prepare and process purchase orders, releases, and other project documentation.
• Coordinate with vendors and internal teams on orders, lead times, shipments, and project changes.
• Review order acknowledgements to make sure equipment, pricing, customer information, and other details are correct.
• Maintain accurate project files, records, and tracking spreadsheets.
• Update project and billing information in internal systems.
• Review customer invoices and work with Accounting to resolve discrepancies.
• Provide project status updates to Sales, customers, and other team members as needed.
• Assist with warranty and other project-related administrative tasks.
• Follow up on open items and make sure projects stay on schedule.
• Close out completed projects and ensure all documentation is complete.

Skills

Project coordination

Sales support

Customer service

Operations

Time management

Tools

MS Word

MS Excel

Outlook

Job description

Ambient Enterprises is seeking a detail-oriented Project Coordinator to support our Sales and Engineering teams and keep projects on track from order entry through completion. You will coordinate orders, paperwork, billing, and project updates with internal teams, customers, and vendors to ensure accuracy and timely communication throughout the project lifecycle.

The role requires strong organizational skills, ability to manage multiple projects, and proficiency with MS Word, Excel, and Outlook,