Project Coordinator

Capstone Mechanical LLC; United States; Remote; USD 30,000 - 47,000; Full time

Benefits offered by this job

PTO

Holidays

Parental Leave

Health Insurance

Dental Insurance

Vision Insurance

Wellness Program with premium

Short & Long-Term Disability + life

Additional Life Insurance Options

401(k) with 3% Employer Contribution

Free Financial Advising

Employee Assistance Program

Personal and Professional Development

Job summary

Capstone Mechanical LLC is seeking a Project Coordinator (Business Support Analyst, Project Division) to support project leads remotely within our service territory. The role emphasizes structured project documentation, cross-functional collaboration, and timely workflows to keep projects on track.

You will coordinate permits, invoicing, payroll submissions, and stakeholder communications while helping optimize processes and SOPs to scale operations.

Qualifications

• Experience in project coordination, permitting, or administrative support in construction, HVAC, or a related field.
• Strong organizational, communication, and problem-solving skills.
• Proficiency in Microsoft Office and project management platforms such as Basecamp, SharePoint, or FieldPoint.
• Understanding of basic project financial processes, including invoicing and payroll submissions.
• High attention to detail and the ability to analyze data, interpret metrics, and make informed decisions.

Responsibilities

• Maintain accurate, organized project documentation across software platforms and track key milestones, deliverables, and deadlines.
• Assist with project closeout documentation and timely, accurate payroll submissions for Project Leads.
• Process and verify invoices with the GM of Projects; review quotes and finalize invoice submissions.
• Coordinate with municipalities, engineers, and property owners to apply for, secure, and close out permits; maintain municipal relationships and meet requirements.
• Coordinate project and team calendars for site access, surveys, crane lifts, installations, deliveries, vendors, and inspections.
• Work with the team to secure resources needed for project completion and serve as an administrative point of contact for Project Leads.
• Communicate project status and schedules to internal and external stakeholders and collaborate across the Project Division, Service Teams, and administrative departments.
• Immediately escalating safety concerns.
• Identify opportunities to improve workflows, documentation, and coordination; maintain SOPs that support scalable growth.
• Participate in training and professional development to strengthen skills and effectiveness.

Skills

Organized

Detail-oriented

Collaborative

Proactive

Adaptable

Accountable

Improvement-minded

Tools

Microsoft Office

Basecamp

SharePoint

FieldPoint

Job description

Join Capstone Mechanical as a Project Coordinator (internal title is Business Support Analyst (BSA) - Project Division)

Location: Remote (Must reside in our service territory: AL AZ, CT, FL, GA, KY, ME, MA, MI,
NH, NJ, NY, NC, OH, PA, RI, SC, TN, VA, WV ) Schedule: Full-Time | Monday–Friday ( o n-call rotation with additional stipend )

Looking to grow your career in a team that values support, collaboration, and development?

At Capstone Mechanical, we believe empowered team members create exceptional customer experiences. If you enjoy bringing structure to complex projects, supporting your teammates, and making a meaningful impact, this could be a great fit for you.

About Capstone Mechanical

Since 2011, Capstone has delivered exceptional commercial HVAC/R service, maintenance, and installation to some of the nation’s top brands. Our mission is to build meaningful relationships - with our customers and with each other - by operating with care, transparency, and excellence.

Why You’ll Love Working with Us

• Culture rooted in trust, transparency, and growth
• Remote flexibility with collaborative team support
• Direct contribution to business results and team performance

What You’ll Accomplish

As a BSA – Project Division, you’ll support Project Leads and help ensure projects run smoothly from initiation through closeout. Your day-to-day responsibilities will include:

• Maintain accurate, organized project documentation across software platforms and track key milestones, deliverables, and deadlines.
• Assist with project closeout documentation and timely, accurate payroll submissions for Project Leads.
• Process and verify invoices with the GM of Projects; review quotes and finalize invoice submissions.
• Coordinate with municipalities, engineers, and property owners to apply for, secure, and close out permits; maintain municipal relationships and meet requirements.
• Coordinate project and team calendars for site access, surveys, crane lifts, installations, deliveries, vendors, and inspections.
• Work with the team to secure resources needed for project completion and serve as an administrative point of contact for Project Leads.
• Communicate project status and schedules to internal and external stakeholders and collaborate across the Project Division, Service Teams, and administrative departments.
• Immediately escalating safety concerns.
• Identify opportunities to improve workflows, documentation, and coordination; maintain SOPs that support scalable growth.
• Participate in training and professional development to strengthen skills and effectiveness.

What We’re Looking For

You may be a great fit if you are:

• Organized & Detail-Oriented – You can manage multiple projects, timelines, and documentation requirements.
• Collaborative – You communicate clearly with Project Leads, municipalities, vendors, and internal teams.
• Proactive & Adaptable – You anticipate needs, solve problems, and adjust as project priorities change.
• Accountable – You follow through on deadlines and take ownership of accurate work.
• Improvement-Minded – You look for ways to simplify processes and help the team grow.

Basic Requirements:

• Experience in project coordination, permitting, or administrative support in construction, HVAC, or a related field.
• Strong organizational, communication, and problem-solving skills.
• Proficiency in Microsoft Office and project management platforms such as Basecamp, SharePoint, or FieldPoint.
• Understanding of basic project financial processes, including invoicing and payroll submissions.
• High attention to detail and the ability to analyze data, interpret metrics, and make informed decisions.
• Competitive Hourly Compensation
• PTO, Holidays, and Parental Leave
• Health, Dental, and Vision Insurance
• Wellness Program with premium discounts
• 100% Company-paid Short & Long-Term Disability + $25K Life Insurance
• Additional Life Insurance Options for employee, spouse, and children
• 401(k) with 3% Employer Contribution
• Free Financial Advising
• Employee Assistance Program for mental, financial, and legal support
• Personal and Professional Development Opportunities

Ready to build your career with a company that invests in you? Apply today and be part of something meaningful.

WE ARE AN EQUAL OPPORTUNITY EMPLOYER Capstone Mechanical is an equal employment opportunity employer. We comply with all applicable federal, state, and local laws in providing our employees and applicants with equal opportunity. Our decisions and criteria governing the employment relationship with all employees are non-discriminatory and are based on job requirements and an individual’s skills and experience without regard to race, creed, color, gender (including pregnancy), religion, age, sexual orientation, marital status, national origin, veteran status, disability, gender identity or expression, or any other status protected by state or federal law. It is our intent that such factors shall not be a consideration for any of the following: employment, retention, promotion, recruitment or recruitment advertisement, rates of pay or other forms of compensation, administration of benefits, selection for job or management training, and demotion or separation. All matters related to employment are based upon the ability to perform the job, plus dependability and reliability once hired .