Project Coordinator

Custom Mechanical Solutions; Bellevue (WA); On-site; USD 65,000 - 90,000; Full time

Benefits offered by this job

Medical, Dental, Vision

Paid Time Off

Retirement options

Job summary

Custom Mechanical Solutions in Bellevue, WA, seeks a Project Coordinator to oversee administration, implementation, and management of commercial HVAC projects. You will work with our project management team to maintain schedules, budgets, and customer satisfaction, delivering high-quality results.

The right candidate will have an associate degree or 2+ years in PM/HVAC, strong communication, and a collaborative mindset.

Qualifications

• Associate’s Degree or 2+ years in project management/HVAC.
• Office-based role with occasional visits to jobsites.
• Clear, concise, and diplomatic communication; strong time-management and organizational skills.

Responsibilities

• Manage HVAC project administration from initiation to close-out.
• Maintain accurate status reports and project reviews with customers.
• Coordinate schedules, scope, budgets, and vendor invoices.
• Issue purchase orders and track equipment orders and ship dates.
• Support project management with required customer documentation.

Skills

Project coordination

Client relations

Budget management

Schedule management

Strong written/verbal communication

Education

Associate’s Degree or 2+ years in PM/HVAC

Job description

Custom Mechanical Solutions delivers energy-efficient HVAC systems across the Pacific Northwest, with deep expertise in healthcare, education, data centers, and retrofit projects. We work with top manufacturers to meet performance and sustainability goals—always focused on quality, care, and progress.

If you're ready to grow your career, we’re glad you found us. At CMS, you’ll join a team that supports your development and gives you space to make an impact. We review every application carefully and appreciate your interest in growing your career with our team.

The Project Coordinator is responsible for the administration, implementation and management of commercial heating, ventilation, and air conditioning (HVAC) equipment projects and to successfully deliver those projects to our customers. This will be achieved by working closely with our world-class project management team in order to learn our processes and ultimately deliver on our high standards for customer satisfaction and success.

This position is eligible for full benefits, including medical, dental, vision, paid time off, and retirement options.

Job responsibilities include (but are not limited to) the following:

• Capable of managing mechanical projects ranging from $10,000 to $1,000,000
• Establishes a professional relationship with the customer and interfaces constantly to maintain accurate status reports and project reviews
• Responsible for the timely completion of assigned projects by managing schedules
• Communicates with customers and their representatives; including building owners, mechanical contractors, other trades, subcontractors, and field support staff
• Coordinates scope of project; budgets, performance and close-out with customers
• Ensures compliance with internal equipment ordering processes
• Responsible for entering equipment orders and issuing purchase orders to vendors
• Compares estimated ship dates with contractors’ project schedules
• Responsible for approving vendor invoices, issuing customer invoices and reconciling financials within assigned projects
• Generates service work orders for equipment start-ups and service visits
• Assists project management team with requested documentation from our customers (equipment manuals, spare parts and filter lists)
• Ensures the project management team has copies of the general contractor’s payment and performance bonds on all public projects
• Keeps internal project management templates and procedures up to date
• Shadows Project Managers and participates in CMS provided training classes
• Participates in vendor webinars and reports back to the project management team with new information, changes and updates
• Visits jobsites with Sales Engineers to gain a better understanding of our equipment and industry
• Opportunity for advancement into Project Management role

Education & Experience Requirements:

Associate’s Degree or a minimum of two (2) years of project management, HVAC or related experience, or an equivalent combination of education and experience. This position works in a typical office environment with occasional visits to jobsites.

The Project Coordinator must have exceptional written and verbal communications skills. Candidate must demonstrate the ability and willingness to communicate in a clear, concise, and diplomatic manner. Outstanding attention to detail, willingness to collaborate in a team setting, and excellent organizational skills are critical in a culture valuing honesty, integrity, dedication, resourcefulness, independence, and taking ownership. Candidate must have ability to develop and maintain deep customer and stakeholder relationships based on trust. Candidate must be passionate about helping our customers achieve success and must continually strive to improve their understanding of our customers in order to provide first-class customer service.

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.