Project Coordinator

FirstCall Group; South Amboy (NJ); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Competitive weekly pay

Comprehensive healthcare coverage

401(k) with 5% match

Paid time off and holidays

Career growth programs

Job summary

FirstCall Mechanical, a leading HVAC and building services provider, seeks a Project Coordinator in South Amboy, NJ to support project teams and ensure seamless information flow through project lifecycles.

The ideal candidate will have 3+ years in project coordination in construction or electrical, with HVAC knowledge preferred and strong time management, communication, and MS Office skills. A proactive, team-oriented mindset is required.

Qualifications

• 3+ years project coordination experience in either Construction or Electrical
• High School diploma or GED equivalent
• Knowledge of the HVAC or Construction industry preferred
• Excellent time management skills and prioritization of tasks to meet deadlines and work on multiple projects
• Proficient with Microsoft Office; Smartsheet a plus

Responsibilities

• Complete project bookings as per established procedures
• Manage project file structures in hardcopy and digital formats
• Prepare billing (AIA) summaries for all project managers and perform contract invoicing with updating on WIP log
• Prepare and submit contracts and construction permits when required
• Work with project management to ensure field staff are provided daily schedules and relevant information
• Prepare & track RFIs, Submittals, and change orders
• Purchasing/ordering/receiving equipment and coordinating delivery to project worksite or company warehouse with project managers
• Completing RMA's for returns of defective materials
• Maintain tax exempt certificates from customer and prepare for vendors
• Run Purchase order and/or labor reports for Project Managers
• Attend departmental and intercompany meetings as requested
• Obtain certificates of insurance for customers and from subcontractors
• Prepare and process subcontractor agreement paperwork
• Review vendor/subcontractor invoice discrepancies when necessary
• Project filing- purchase orders, packing slips, spec sheets, and similar
• Compile and submit closeout packages and warranty statements for projects
• Assist with answering company phone lines when receptionist is unavailable
• Adhere to all established company SOPs and recommend improvements
• Perform other duties as needed

Skills

Project Coordination

Construction industry knowledge

Electrical industry knowledge

Timberline Sage 300 CRE

Time management

Communication skills

Microsoft Office

Punctual and dependable

Initiative

Analytical thinking

Teamwork

Quick learner

3+ years experience

Education

High School diploma or GED

Tools

Timberline Sage 300 CRE

Microsoft Office Suite

Smartsheet

Outlook/Word/Excel/Teams

Job description

WHO IS FIRSTCALL MECHANICAL? Statewide Conditioning and ABS offers a full range of HVAC services throughout New Jersey. Founded in 1986, they have grown to serve multiple Fortune 500 companies. Founded in 1986, Statewide partnered with FirstCall Mechanical in 2026.

A FirstCall Mechanical Company

PROJECT COORDINATOR

Location: South Amboy, NJ.

WHO IS FIRSTCALL MECHANICAL? Statewide Conditioning and ABS offers a full range of HVAC services throughout New Jersey. Founded in 1986, they have grown to serve multiple Fortune 500 companies. Founded in 1986, Statewide partnered with FirstCall Mechanical in 2026. FirstCall Mechanical is a leading provider of commercial and industrial HVAC, building controls, electrical, and plumbing services. FirstCall serves a wide array of facility and customer types, including distribution centers, industrial plants, universities, airports, healthcare facilities, self-storage units, and more. With approximately 700 employees across Ohio, New York, Virginia, Tennessee, North Carolina, South Carolina, Georgia, Florida, and Texas, FirstCall is committed to building durable partnerships. The company is actively expanding its operations nationwide and partnering with organizations that share its dedication to quality and customer satisfaction. FirstCall Mechanical not only partners with companies to nurture growth in the market, but also provides equal focus on employee growth and development as well. We believe when YOU succeed, we all succeed, so we strive to be the first call for talented team members who want a career, not just a job.

Benefits Overview

• Competitive Weekly Pay
• Comprehensive Healthcare Coverage - Medical, Dental, Vision, + More (Includes some 100% Company-paid plans)
• Financial Resources - 401(k) Retirement Savings Plan with a 5% match, Life Insurance, Short & Long-Term Disability
• Time-Off & Holidays - Up to 4 weeks of Paid Off, 9 Paid Holidays + Veterans Day for Veterans
• Career Growth & Development - Company-sponsored education and career advancement programs like the FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program
• Generous Referral Bonus of $2,500 per referral
• Role-Specific Perks - Company vehicle or allowance, mobile phone or phone allowance, uniforms, and work boot allowance

Position Overview

We are currently seeking a Project Coordinator to join our fast-growing team. This position requires a skilled multi-tasker to work with our project team to facilitate the successful movement of information throughout the lifecycle of projects. Candidate should possess a strong work ethic, a team mindset and be able to work with minimal supervision.

Job Responsibilities

• Complete project bookings as per established procedures
• Manage project file structures in hardcopy and digital formats
• Prepare billing (AIA) summaries for all project managers and perform contract invoicing along with updating on WIP log
• Prepare and submit contracts and construction permits when required
• Work with project management to ensure field staff are provided daily schedules and relevant information
• Prepare & track RFI's, Submittals, and change orders.
• Purchasing/ordering/receiving equipment and coordinating delivery to project worksite or company warehouse with project managers
• Completing RMA's for returns of defective materials
• Maintain tax exempt certificates from customer and prepare for vendors
• Run Purchase order and/or labor reports for Project Managers
• Attend departmental and intercompany meetings as requested
• Obtain certificates of insurance for customers and from subcontractors
• Prepare and process subcontractor agreement paperwork
• Review vendor/subcontractor invoice discrepancies when necessary
• Project filing- purchase orders, packing slips, spec sheets, and similar
• Compile and submit closeout packages and warranty statements for projects
• Assist with answering company phone lines when receptionist is unavailable
• Adhere to all established company standard operating procedures and recommend improvements when applicable
• Perform other duties as needed

Accountabilities

• Continual learning and development in the body of knowledge through FirstCall Academy, to ensure we set the bar for skill level in the industry
• Elite level of customer service, to ensure we continue to be the FirstCall our customers make for their HVAC & Building Automation needs

ORGANIZATIONAL ALIGNMENT

This position reports to the local Coordination Manager.

Qualifications

QUALIFICATIONS

• 3+ years Project Coordination experience required, in either Construction or Electrical
• Project management experience, a plus
• Knowledge of the HVAC or Construction industry preferred
• Timberline Sage 300 CRE experience is preferred
• Excellent time management skills and prioritization of tasks to meet deadlines and work on multiple project tasks simultaneously
• Prepare & track RFI's, Submittals, and change orders.
• Complete project bookings as per established procedures
• Analytical thinking with strong attention to detail
• Excellent communication skills and customer-centric approach
• Proficient with Microsoft Office: Outlook/Word/Excel/Teams
• High School diploma or GED equivalent and a quick learner
• Smartsheet experience a plus
• Must be punctual, dependable and be able to take initiative and be proactive
• Embrace change in processes as the company continues to grow

BEHAVIORAL PROFILE

Language Skills

Ability to read and comprehend simple instructions, short correspondence, and memos. Ability to write correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.

Mathematical Skills

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimal numbers. Ability to compute rate, ratio, and percent and to draw and interpret graphs.

Reasoning Ability

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Mental stamina for problem-solving and prioritizing multiple tasks.

Physical Demands

While performing the duties of this job, the employee is regularly required to use their hands. The employee frequently is required to stand, walk, and sit. The employee is continually required to climb or balance and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth vision, and the ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization