HVAC Service Project Coordinator

VHV Company; Winooski, Northern (VT, KY); Hybrid; USD 37,000 - 47,000; Full time

Benefits offered by this job

Health Insurance

Vision Insurance

Life Insurance

Paid Holidays

Profit Sharing

Short-Term Disability

401(k) Plan

Job summary

VHV Company, a Vermont-based HVAC and plumbing contractor, is seeking a Service Project Administrator to support Project Managers with documentation and project execution. The role emphasizes accuracy, organization, and customer‑facing communication.

The position requires at least a year in admin or dispatch roles, with preference for HVACR/field experience. Growth opportunities exist within an ESOP‑owned team focused on continuous improvement and service excellence.

Qualifications

• High School Diploma or equivalent required.
• One+ year in an administrative, dispatch, or customer service role.
• Experience in HVACR or construction industry preferred.
• Strong organizational and time management skills.
• Excellent verbal and written communication.
• Calm under pressure; able to multitask and prioritize effectively.
• Customer-first mindset and positive attitude.
• Strong attention to detail and follow-through.
• Reliable, accountable, and a team player.

Responsibilities

• Updating and maintaining of all regions Master Lists (updates from Service Sales Reps).
• Building of new PM sites/adding new equipment forms to G drive and OneDrive.
• Review all new special projects contracts for scope of job. Determine if job meets requirements for Procore, etc.
• Set up new special projects jobs in G drive with format required by Operations PMAs.
• Process PM requests for new and updated subcontractor contracts, getting COIs, license and safety information.
• Process PM requests for new and updated special projects purchase orders, setting up deliveries to sites/crane yards/the shop.
• Utilize ProCore for processing tasks for large special projects jobs, submittals, and design approvals.
• Creation and delivery of completed job packages including: IOM manual, equipment manuals, warranty info, startup reports, and completed contracts.

Skills

Administrative experience

Dispatch experience

Customer service

Education

High School Diploma

Tools

Procore

G Drive

OneDrive

Job description

VHV Company, a Vermont-based HVAC and plumbing contractor, is seeking a Service Project Administrator to support Project Managers with documentation and project execution. The role emphasizes accuracy, organization, and customer‑facing communication.

The position requires at least a year in admin or dispatch roles, with preference for HVACR/field experience. Growth opportunities exist within an ESOP‑owned team focused on continuous improvement and service excellence.