Project Coordinator

Tonna Mechanical; Rochester (MN); On-site; USD 36,000 - 44,000; Full time

Benefits offered by this job

Health Insurance

Vision

Dental

PTO w/company match

Year-end bonus

Job summary

Tonna Mechanical is seeking a Project Coordinator to own residential HVAC and plumbing replacement jobs from sale to completion. You will ensure material readiness, confirm subcontractors, close permits, and follow up with homeowners.

This role blends operations and customer service, ideal for detail-oriented, calm communicators who enjoy HVAC details. Based in Rochester, MN, the role reports to the Sales Leader and involves scheduling, material readiness, and post-install follow-up with

Qualifications

• 2+ years in scheduling, dispatch, project coordination or operations support in trades or field service

Responsibilities

• Own the install schedule on the dispatch board and schedule subcontractors
• Be the homeowner’s main contact after the sale and confirm install dates
• Handle emergency jobs live and schedule on the spot
• Build accurate material/equipment sheets from handoff forms
• Track permits and closed inspections through city/county portals
• Follow up with homeowners after install to confirm system performance

Skills

Scheduling and dispatch

Customer communication

Detail oriented

CRM systems

Emergency handling

Time management

Tools

Salesforce

Salesforce Field Service

Job description

About the Role

As our Project Coordinator, you’ll own every residential HVAC and plumbing replacement job from the moment it’s sold to the moment it’s fully done. You make sure material is ready, subcontractors are confirmed, permits are closed and every homeowner is followed up with.

This role takes post-sale coordination off our Home Solutions Advisors so they can stay focused on selling. It’s part operations, part customer service. You’ll do well here if you’re detail-driven, curious about HVAC and plumbing equipment, and calm and friendly on the phone with homeowners.

Position Details

• Reports to: Sales Leader
• Schedule: Monday–Friday, 7:00 AM–4:00 PM, with availability after 4:00 PM for emergency scheduling
• Pay: $26.00–$32.00per hour DOE
• Start date: As soon as possible
• You’ll work closely with: sales advisors, warehouse, install crews and lead installer, admin team (permits and financing), and subcontracted electricians

What You’ll Do

Sales-to-Install Handoff

• Pick up every won job in Salesforce, using the handoff form the sales advisor completes at estimate time
• Build accurate material and equipment sheets from the handoff form
• Review handoff forms for completeness and send incomplete or unclear forms back to the advisor before the job moves forward

Scheduling & Homeowner Communication

• Own the install schedule on the dispatch board
• Serve as the homeowner’s main contact after the sale: confirm install dates, handle reschedules and set expectations before the crew arrives
• Handle emergency jobs live: when an advisor calls from a customer’s home with no heat or no hot water, you schedule the job on the spot
• Work standard jobs from the queue and make first homeowner contact within one business day
• Schedule and confirm subcontractors on every job that needs one

Material Readiness

• Hand completed material sheets to the warehouse for ordering, pulling and staging
• Scan new jobs early to catch special-order or long-lead items and order them in time
• Check the day before each install that material is staged, the electrician is confirmed and the job is ready to go
• Respond the same day when a crew flags a missing or wrong material item

Permitting

• Track every permit from install through final inspection and closure
• Schedule inspections through city and county permit portals
• Pull permits when needed, working with the admin team

Post-Install Follow-Up

• Follow up with every homeowner after install to confirm the system is running well and they’re satisfied
• Share patterns with the lead installer and crews (callbacks, cleanup, recurring issues) to improve install quality

How Success Is Measured

• 95% of jobs fully ready the morning of install
• First homeowner contact within 1 business day of a job being won
• 95% of permits closed within 30 days of final inspection95% of installs with no material issues

What You Bring

Required

• 2+ years in scheduling, dispatch, project coordination or operations support, ideally in a trades, construction or field service setting
• Strong attention to detail and the follow-through to own outcomes, not just tasks
• Clear, friendly phone and email communication
• Ability to manage a busy day and shift quickly when an emergency comes in
• Comfort learning CRM and scheduling software quickly

Preferred

• Working knowledge of residential HVAC and plumbing equipment, or the curiosity to learn it fast
• Experience with Salesforce or Salesforce Field Service
• Familiarity with local permitting and inspection processes
• Experience working with subcontractors

Traits We’re Looking For

• You see the job through to done. If something is about to fall through the cracks, you catch it.
• You can picture the finished install, so nothing gets missed on the material sheet.
• You stay calm and steady with customers who may be without heat or hot water.
• You’re comfortable pushing back on an incomplete handoff and holding teammates to the process.

What We Offer

• Health Insurance, Vision, Dental, PTO w/company match, year-end bonus

Tonna Mechanical is an equal opportunity employer. We consider all qualified applicants without regard to race, color, creed, religion, national origin, sex, sexual orientation, gender identity, marital status, familial status, disability, age, veteran status, status with regard to public assistance, or any other characteristic protected by law.