HVAC Project Coordinator: Master Schedules & Submittals

Ambient Enterprises; Castro Valley (CA); On-site; USD 43,000 - 48,000; Full time

Job summary

Ambient Enterprises is seeking a Project Coordinator to support commercial HVAC projects in Castro Valley, CA, with a planned transfer to Emeryville, CA in 2027. You will coordinate documentation, schedules, procurement, and communication with project managers, vendors, customers, and internal teams.

This role emphasizes organization, problem solving, and working in a fast-paced construction environment, offering a long-term career path in project management.

Qualifications

• 2+ years of experience in project coordination, project administration, construction, operations, customer service, or a related field.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.

Responsibilities

• Project Coordination Support Project Managers throughout all phases of commercial HVAC projects.
• Coordinate project schedules, timelines, and milestones.
• Track project progress and follow up on outstanding action items.
• Prepare and maintain project documentation, including submittals, RFIs, change orders, purchase orders, closeout documents, and project files.
• Assist with project kickoff meetings and document meeting notes.
• Procurement & Material Coordination.
• Coordinate equipment and material orders with manufacturers and vendors.
• Track shipments and delivery schedules to ensure project timelines are met.
• Communicate with vendors regarding lead times, order status, and delivery updates.
• Work closely with warehouse and field teams to coordinate material availability.
• Customer & Team Communication.
• Serve as a point of contact for internal teams, customers, vendors, and subcontractors regarding project status.
• Provide timely updates and resolve project-related questions.
• Maintain strong working relationships through professional communication and exceptional customer service.
• Administrative Support.
• Maintain accurate project records within ERP and project management systems.
• Assist with invoicing, billing documentation, and project closeout activities.
• Help identify project risks or scheduling conflicts and escalate issues as appropriate.
• Support continuous improvement efforts by identifying opportunities to streamline processes.

Skills

Organizational skills

Time management

Communication skills

MS Office

Education

Associate or Bachelor's degree

Job description

Ambient Enterprises is seeking a Project Coordinator to support commercial HVAC projects in Castro Valley, CA, with a planned transfer to Emeryville, CA in 2027. You will coordinate documentation, schedules, procurement, and communication with project managers, vendors, customers, and internal teams.

This role emphasizes organization, problem solving, and working in a fast-paced construction environment, offering a long-term career path in project management.