HVAC Project Coordinator – Growth & Impact

Firstcall Mechanical Group; South Amboy (NJ); On-site; USD 70,000 - 85,000; Full time

Benefits offered by this job

Weekly pay

Healthcare coverage

401(k) with 5% match

Paid time off

Career development programs

Referral bonus

Company vehicle

Phone allowance

Uniforms

Boot allowance

Job summary

FirstCall Mechanical in South Amboy, NJ is seeking an experienced Project Coordinator to support our growing team. You will drive project bookings, manage file structures, and prepare billing and contract paperwork to keep projects on schedule.

The role requires strong multitasking, team collaboration, and the ability to operate with minimal supervision while meeting deadlines in a fast-paced environment.

Qualifications

• 3+ years Project Coordination experience required in Construction or Electrical.
• Project management experience is a plus.
• Knowledge of HVAC or Construction industry preferred.
• Timberline Sage 300 CRE experience is preferred.
• Excellent time management and prioritization of tasks to meet deadlines.

Responsibilities

• Complete project bookings as per established procedures.
• Manage project file structures in hardcopy and digital formats.
• Prepare billing (AIA) summaries and perform contract invoicing; update WIP log.
• Prepare and submit contracts and construction permits when required.
• Coordinate daily schedules and information for field staff.
• Prepare and track RFIs, Submittals, and change orders.
• Procure and coordinate equipment delivery to worksites or warehouse.
• Maintain tax exempt certificates and assist vendors.
• Run purchase orders and labor reports for Project Managers.
• Attend department and intercompany meetings as requested.
• Obtain COIs for customers and subs; process subcontractor paperwork.
• Review vendor/subcontractor invoices for discrepancies.
• Maintain project filing and closeout packages.

Skills

Project coordination

Project management

HVAC knowledge

Timberline Sage 300 CRE

Microsoft Office

Smartsheet

Attention to detail

Time management

Communication skills

Education

High School diploma or GED

Tools

Timberline Sage 300 CRE

Smartsheet

Microsoft Office

Microsoft Office Suite (Outlook/Word/Excel/Teams)

Job description

FirstCall Mechanical in South Amboy, NJ is seeking an experienced Project Coordinator to support our growing team. You will drive project bookings, manage file structures, and prepare billing and contract paperwork to keep projects on schedule.

The role requires strong multitasking, team collaboration, and the ability to operate with minimal supervision while meeting deadlines in a fast-paced environment.