Project Coordinator

QUANTUM BUILDING SOLUTIONS, INC.; Richardson (TX); On-site; USD 27,552 - 41,328; Full time

Benefits offered by this job

Health insurance — 100% company-paid

401(k) with 4% company match

Paid time off & paid holidays

Job summary

QBS Controls in Richardson, TX is hiring a Project Coordinator to support commercial HVAC controls and building automation projects. You will work closely with Project Managers, vendors, field technicians, and the accounting team to keep projects organized, on schedule, and financially on track.

The role involves material procurement, billing submissions, subcontract coordination, and document control while maintaining accurate logs and schedules in a fast-paced environment.

Qualifications

• 2+ years of experience in project coordination, procurement, or construction administration.
• Experience with HVAC controls or building automation is preferred.
• Familiarity with lien waivers, AIA pay applications, and project documentation.

Responsibilities

• Order controllers, sensors, valves, actuators, panels, and other project materials.
• Obtain vendor quotes, verify pricing, lead times and product availability.
• Track POs, deliveries, backorders, and resolve material issues.
• Coordinate deliveries to office, warehouse, or job sites.
• Prepare monthly progress billings and supporting documents.
• Enter and reconcile billing information in the accounting system.
• Set up new projects in accounting systems and project tracking tools.
• Assist PMs with submittals, RFIs, change orders, and closeout packages.
• Maintain organized project documentation and document control.
• Schedule meetings and track action items with stakeholders.

Skills

Project coordination

Procurement

Communication skills

Microsoft Excel

Organization

Billing knowledge

Scheduling

Education

Associate's or Bachelor's degree in Business or Construction Management

Tools

Sage 100 Contractor

Job description

Project Coordinator

$20 - $30 per hour, based on experience

Richardson, TX | Full-Time

Monday - Friday | 7 AM - 3:30 PM

QBS Controls is looking for a Project Coordinator to support the successful execution of commercial HVAC controls and building automation projects. This role works closely with Project Managers, vendors, field technicians, and the accounting team to keep projects organized, on schedule, and financially on track through material procurement, project billing, and day-to-day operational support.

What You'll Do

• Order controllers, sensors, valves, actuators, panels, and other project materials
• Obtain vendor quotes and verify pricing, lead times, and product availability
• Track purchase orders, deliveries, backorders, and resolve material issues
• Coordinate deliveries to the office, warehouse, or job sites
• Maintain accurate material logs, job cost records, warranties, returns, and vendor credits
• Prepare monthly progress billings, including AIA G702/G703 pay applications and schedule of values updates
• Compile lien waivers, certified payroll, stored material documentation, and other billing support documents
• Coordinate billing submissions with general contractors and owners while tracking approvals and payment status
• Enter and reconcile billing information within the accounting system
• Set up new projects in accounting and project tracking systems
• Assist Project Managers with submittals, RFIs, change orders, closeout packages, and O&M manuals
• Maintain organized project documentation and document control
• Schedule project meetings, prepare meeting minutes, and track action items
• Coordinate subcontractor documentation, including insurance certificates, W-9s, and subcontract agreements
• Communicate material availability and delivery schedules with Project Managers and field technicians

What We're Looking For

• 2+ years of experience in project coordination, procurement, or construction administration
• Experience working with a mechanical, electrical, HVAC controls, or building automation contractor preferred
• Working knowledge of construction progress billing, lien waivers, and project documentation
• Proficiency with Microsoft Excel, Word, and Outlook
• Strong organizational skills with the ability to manage multiple projects and deadlines
• Excellent written and verbal communication skills
• Experience with Sage 100 Contractor or similar construction accounting software preferred
• Experience preparing AIA G702/G703 pay applications preferred
• Familiarity with HVAC controls, building automation systems (BAS/BMS), or low-voltage construction preferred
• Associate's or Bachelor's degree in Business, Construction Management, or a related field is a plus

What We Offer

• 100% company-paid health insurance premiums - for you AND your family
• 401(k) retirement plan with 4% company match
• Paid time off and paid holidays

Why Join QBS Controls?

At QBS Controls, you'll be part of a growing team that delivers high-quality building automation and HVAC controls solutions throughout North Texas. You'll play a key role in supporting successful projects while working alongside experienced project managers, technicians, vendors, and customers in a collaborative, team-oriented environment.

Candidates will be required to pass a drug screening & background check upon being given a conditional offer of employment.