HVAC Project Coordinator - Impactful Project Admin

Mechanical Products SW, Inc.; Phoenix, Northern (AZ, KY); Hybrid; USD 40,000 - 55,000; Full time

Job summary

Mechanical Products SW, Inc. is seeking a detail‑oriented Project Administrator to support sales staff and customers from initial sale through project closeout. You will manage project lists, generate reports, and coordinate data and documents with customers and internal teams.

The role requires 2–3 years of administrative experience, excellent communication skills, and the ability to multitask in a fast-paced office environment. Overtime may be required to meet deadlines.

Qualifications

• Minimum of 2–3 years in project administration or an administrative role.
• Excellent written and verbal communication; strong customer service skills.
• Detail-oriented with strong organizational and multitasking abilities.

Responsibilities

• Maintain and update internal project lists to keep staff informed.
• Generate and send multiple Excel reports weekly.
• Facilitate project number allocation and track status.
• Request project information from customers for accounting purposes.
• Prepare preliminary lien notices as needed for accounting purposes.
• Send shipping notifications and resolve shipping questions.
• Create and manage electronic and paper files.
• Collect and send pre-startup paperwork to customers and to the HVAC Service Department.
• Collect and send project closeout documentation to customers.

Skills

Interpersonal skills

Communication skills

Customer service

Attention to detail

Organizational skills

Multitasking

Time management

Professional demeanor

Overtime flexibility

Pricing software knowledge

Education

High School Diploma

Two-year degree in Business Management/Administration

Tools

Manufacturer’s selection/pricing program

Job description

Mechanical Products SW, Inc. is seeking a detail‑oriented Project Administrator to support sales staff and customers from initial sale through project closeout. You will manage project lists, generate reports, and coordinate data and documents with customers and internal teams.

The role requires 2–3 years of administrative experience, excellent communication skills, and the ability to multitask in a fast-paced office environment. Overtime may be required to meet deadlines.