Project Coordinator

Varitec Solutions; Phoenix (AZ); On-site; USD 52,000 - 68,000; Full time

Job summary

Varitec Solutions is seeking a Project Coordinator to support the Equipment Sales team by coordinating order processing, project documentation, equipment deliveries, and billing information. You will communicate with customers, manufacturers, sales, and accounting to ensure smooth project execution.

The role requires strong organizational skills, attention to detail, and solid communication abilities, with travel for occasional factory or site visits.

Qualifications

• Must have strong organizational and multi-project management abilities.
• Excellent written and verbal communication skills.
• Ability to read and interpret construction docs, drawings and specs.

Responsibilities

• Coordinate order processing and track status with customers, manufacturers, sales and accounting.
• Process and release equipment orders to manufacturers and maintain order docs.
• Prepare Job Billing Summaries and coordinate PO flow between sales and accounting.
• Create and maintain organized electronic project files with up-to-date documentation.
• Coordinate shipments, deliveries, and warehouse activities; assist with inventory.

Skills

Organizational Skills

Communication

Attention to Detail

Professional Communication

Education

Associate or Bachelor's degree

Tools

Microsoft Office Suite

Job description

CAREERS

Job Title

Position Purpose:

The Project Coordinator supports Varitec’s Equipment Sales team by coordinating order processing, project documentation, equipment deliveries, billing information, and communication between customers, manufacturers, sales, and accounting.

Essential Functions

Track and communicate order status, manufacturing progress, ship dates, and delivery information with manufacturers, the sales team, and customers.

Process and release equipment orders to manufacturers and maintain accurate order documentation.

Prepare Job Billing Summaries, process purchase orders, and coordinate required information between sales and accounting.

Create and maintain organized electronic project files with current and accurate documentation.

Coordinate equipment shipments, deliveries, customer pickups, and warehouse activity.

Promptly communicate changes or issues that may impact project schedules or customer commitments.

Assist with ordering equipment from warehouse and assist the warehouse team with inventory management.

Assist with Varitec promotional activities and other sales support functions as needed.

Perform other related duties as assigned.

Competency and Experience

Strong organizational skills with the ability to manage multiple projects, priorities, and deadlines.

Strong written and verbal communication skills.

Ability to review and interpret construction documents, drawings, and specifications.

Ability to identify issues, gather information, make sound decisions, and follow through to resolution.

Strong attention to detail and accuracy.

Ability to communicate professionally with customers, manufacturers, vendors, and coworkers.

Education and Certification

High school diploma or equivalent required.

Associate's or bachelor's degree in business, construction management, engineering, or a related field preferred.

Proficiency with Microsoft Office Suite (Excel, Word, Outlook) and general computer literacy required.

Ability and willingness to utilize company-approved AI and technology tools to improve organization, project tracking, communication, and overall efficiency. Ability to learn Varitec and manufacturer-specific software and processes.

Previous experience in HVAC, construction, project coordination, or equipment sales preferred but not required.

Valid driver’s license and willingness to travel for occasional factory or site visits.

Equal Opportunity Employer

Varitec is a Drug Free Workplace and Equal Opportunity. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, age, disability, genetic information, protected veteran status, gender identity and/or expression or any other characteristic protected by applicable law. Equal Opportunity Employer, including Veterans and Individuals with Disabilities.