Project Coordinator

Hire With Near; United States; Remote; USD 55,000 - 75,000; Full time

Benefits offered by this job

Remote work

Weekday schedule

Job summary

Near is helping a US client in HVAC installation projects by hiring a detail-oriented Project Coordinator. This is a remote, contract-friendly role focused on documentation, permits, and administrative workflows to keep projects on schedule.

Ideal candidates have 2+ years in project coordination, strong organization, and experience with ServiceTitan or Notion. The position supports ongoing operations and client coordination across the field and office.

Qualifications

• 2+ years in project coordination or admin role.
• Experience with HVAC or construction administration is a plus.
• Proficiency with ServiceTitan and Notion or ability to learn quickly.
• Strong written and verbal communication; client-focused.

Responsibilities

• Manage all administrative and documentation for HVAC installation projects from contract through final inspection.
• Prepare and submit permit applications and track inspections with municipalities.
• Update project statuses in ServiceTitan and Notion for real-time visibility.
• Track equipment purchases, delivery, and serial numbers to ensure timely site arrival.
• Maintain portal access for utilities, rebates, and manufacturer information.
• Keep complete, organized project records with photos and correspondence.
• Serve as the primary contact for clients, vendors, and inspectors on scheduling and requirements.
• Support the Operations Manager and Field Supervisor with project tasks as needed.

Skills

Project coordination

Organization

Time management

Communication

Client communication

Tools

ServiceTitan

Notion

MS Office

Job description

At Near, we help top talent in Latin America find remote roles with US companies. Our mission is to create better lives by fostering a remote work culture that transcends borders.

About Our Client:

Our client is a growing US provider of HVAC and energy management services. Their installation division manages a large pipeline of HVAC installation projects, each involving permits, utility programs, vendors and field teams that need to stay coordinated from start to finish.

About the Role:

Join our US client and help their installation division keep every project moving. We are looking for a highly organized, detail-oriented Project Coordinator to manage project documentation, permitting and administrative workflows, so installation projects are completed efficiently, accurately and on schedule.

You'll report to the Operations Manager and work closely with the Field Supervisor, serving as a key point of contact for clients, vendors and inspectors.

Note: This is a remote, contractor role.

Key Responsibilities:

• Manage all administrative and documentation requirements for HVAC installation projects, from contract execution through final inspection and closeout.
• Prepare and submit permit applications, follow up with municipalities through approval, and coordinate and track required inspections.
• Keep project and job statuses accurate and current in ServiceTitan and Notion, giving the office and field teams real-time visibility into project progress.
• Track equipment purchasing, delivery and allocation, including model and serial number records, so materials arrive at the correct job site on time.
• Access and maintain utility, manufacturer, rebate and municipal portals to submit, update and monitor project information.
• Maintain complete, well-organized project records, including documentation, photos and correspondence.
• Serve as a point of contact for clients, vendors and inspectors on scheduling, documentation and project requirements.
• Support the Operations Manager and Field Supervisor with project-related tasks and initiatives as needed.

What We're Looking For:

• 2+ years of experience in project coordination, construction administration or a related administrative role.
• Exceptional organizational and time-management skills, with the ability to manage multiple projects and deadlines at once.
• Proficiency with, or the ability to quickly learn, ServiceTitan and Notion.
• Strong computer skills and comfort working across online portals and digital systems.
• Excellent written and verbal communication skills, with a professional, client-focused approach.
• Proactive and dependable, with a high level of accountability and consistent follow-through.
• Nice to have: experience in HVAC or the skilled trades, prior experience with ServiceTitan or Notion, and knowledge of New Jersey permitting processes, utility rebate programs or HVAC equipment.

Perks – What's in It for You?

• Please note that the final salary offer may vary based on the candidate's seniority, specific skill set, and performance throughout the evaluation and interview process.
• Full-time, remote role, Monday to Friday, 8:00 AM to 4:00 PM ET.