HVAC Project Coordinator: Orchestrate Multi-Project Wins

GBS LTD; Berkeley Heights (NJ); On-site; USD 39,000 - 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 work with internal teams, customers, and vendors to coordinate orders, paperwork, billing, and project updates. The role requires strong organization, communication, and the ability to handle multiple projects simultaneously.

Qualifications

• Experience in project coordination or sales support preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail and accuracy.
• Good written and verbal communication skills.
• Ability to manage multiple projects and priorities at the same time.
• Proficiency with Microsoft Word, Excel, and Outlook.
• Familiarity with purchase orders, invoices, pricing, and project documentation.

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 ensure 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 ensure projects stay on schedule.
• Close out completed projects and ensure all documentation is complete.

Skills

Organizational skills

Time management

Attention to detail

Communication skills

Multitasking

Learning agility

Tools

MS Word

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 work with internal teams, customers, and vendors to coordinate orders, paperwork, billing, and project updates. The role requires strong organization, communication, and the ability to handle multiple projects simultaneously.