Project Coordinator

Ambient Enterprises; Berkeley Heights (NJ); On-site; USD 40,000 - 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 coordinate orders, paperwork, billing, and project updates with internal teams, customers, and vendors to ensure accuracy and timely communication throughout the project lifecycle.

The role requires strong organizational skills, ability to manage multiple projects, and proficiency with MS Word, Excel, and Outlook,

Qualifications

• Experience in project coordination, sales support, customer service, operations, or a similar role preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Good written and verbal communication skills.
• Ability to manage multiple projects and priorities.
• Comfortable working independently and as part of a team.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Comfortable working with purchase orders, invoices, pricing, and other project documentation.
• Strong follow-up and problem-solving skills.
• Ability to learn new software and internal systems quickly.

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

Skills

Project coordination

Sales support

Customer service

Operations

Time management

Tools

MS Word

MS Excel

Outlook

Job description

About Us

We believe HVAC is about a lot more than moving air. It's about creating places where we can live our best lives and do our best work. We help design, install, problem-solve, and service the right custom HVAC solution for every building. We do it with the largest and most experienced team of degreed application engineers in the industry. In any given year, Gil-Bar takes on over 5k projects, completing roughly 40% of all custom HVAC work in the greater NYC area. Gil-Bar combines its unmatched engineering expertise and fully integrated service offering with a truly unique culture.

Job Description

Role: Project Coordinator

We are looking for an organized and detail-oriented Project Coordinator to support our Sales and Engineering teams and help keep projects on track from order entry through completion. This person will work with internal teams, customers, and vendors to coordinate orders, paperwork, billing, and project updates.

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

Requirements

• Experience in project coordination, sales support, customer service, operations, or a similar role preferred.
• Strong organizational and time-management skills.
• Excellent attention to detail.
• Good written and verbal communication skills.
• Ability to manage multiple projects and priorities at the same time.
• Comfortable working independently and as part of a team.
• Proficiency in Microsoft Word, Excel, and Outlook.
• Comfortable working with purchase orders, invoices, pricing, and other project documentation.
• Strong follow-up and problem-solving skills.
• Ability to learn new software and internal systems quickly.

Estimated compensation: $28.85-$31.25/hour with flexibility based on experience and skills.

Ambient Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Ambient is a national collective of HVAC firms. Our experts deliver safety, comfort, and highly efficient, sustainable solutions for spaces that matter most: healthcare, commercial, institutional, and mission-critical.