Project Coordinator – Commercial HVAC Construction

Woodac; Round Rock (TX); On-site; USD 65,000 - 80,000; Full time

Benefits offered by this job

Salary $65,000–$80,000

Weekly pay

Medical, dental, vision, and life

Disability coverage

401(k) with company match

PTO up to 20 days

Paid holidays

Long-term career opportunity

National projects nationwide

Job summary

Wood Air Conditioning & Plumbing in Round Rock, TX is seeking an organized Project Coordinator to support planning, coordination, and execution of commercial HVAC/R projects nationwide.

You will work with project managers, field crews, customers, subcontractors, and vendors to keep projects on schedule and within budget while ensuring proper documentation and compliance.

Qualifications

• 4+ years of experience in project coordination or construction administration.
• Experience in commercial HVAC/R or related industries preferred.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication.
• Proficiency with Microsoft Office (Excel, Outlook).

Responsibilities

• Coordinate and track permitting, submit applications and monitor approvals.
• Create, manage, and reconcile purchase orders and invoices.
• Order and track materials and coordinate delivery with timelines.
• Communicate pricing, lead times, and order status with vendors.
• Assist with labor scheduling and crew coordination for active projects.
• Maintain project folders and ensure documentation is complete.
• Prepare and update permits, work orders, submittals, and closeout docs.
• Monitor budgets and schedules, flag delays or cost risks to PM.
• Coordinate with PMs and accounting to support billing and invoicing.
• Serve as a secondary contact for customers on status and changes.
• Assist with proposals, estimates, change orders, and closeout activities.
• Maintain site safety docs and ensure compliance with requirements.

Skills

Project coordination

Construction administration

Organizational skills

Communication skills

MS Office (Excel & Outlook)

Project management software

Driver's license

Education

Associate's or Bachelor's degree in Construction Management, Business, or a related field

Tools

ERP systems

CRM software

Construction management software

Job description

Project Coordinator – Commercial HVAC Construction

Office-Based | Round Rock, TX | Supports Traveling National Projects

Wood Air Conditioning & Plumbing is seeking an organized, detail-oriented Project Coordinator to support the planning, coordination, and execution of commercial HVAC/R installation, service, and retrofit projects.

Based in our Round Rock, TX office, this position will provide day-to-day administrative and operational support for traveling HVAC/R construction teams working on projects across the country. You will coordinate with project managers, field crews, customers, subcontractors, vendors, and suppliers to help keep projects on schedule, within budget, and properly documented.

This is an excellent opportunity for someone with experience in commercial construction, HVAC/R, mechanical contracting, project coordination, or construction administration who enjoys managing multiple moving parts and making sure the details are handled.

Why This Role Matters

Our traveling HVAC/R teams rely on strong coordination and support from the office to keep projects moving. In this role, your organization and attention to detail will directly impact project timelines, cost control, field productivity, and customer satisfaction.

What We Offer

• Salary: $65,000–$80,000, depending on experience
• Weekly Pay
• Medical, dental, vision, and life insurance
• Short- and long-term disability coverage
• 401(k) with company match — contribute 6%, receive 4%
• Up to 20 days of PTO based on experience
• Paid holidays
• Long-term career opportunity with a growing company
• Opportunity to support large-scale commercial HVAC/R projects nationwide

What You'll Do

• Coordinate and track the permitting process, including submitting applications, monitoring approvals, and helping ensure compliance with local requirements
• Create, manage, and maintain purchase orders, including end-of-month review and reconciliation
• Order and track materials, equipment, and supplies while coordinating delivery schedules with project timelines
• Communicate with vendors and suppliers regarding pricing, lead times, availability, and order status
• Assist with labor scheduling and crew coordination for active projects
• Maintain accurate project and job folder information and ensure required documentation is available to the appropriate teams
• Prepare, track, and update project documentation, including permits, work orders, submittals, change orders, and closeout documents
• Monitor project budgets and schedules and communicate potential delays, cost issues, or other risks to the Project Manager
• Monitor Costs in Excess (CIE) and help identify budget variances that could affect project profitability
• Coordinate with Project Managers and Project Accounting to support accurate and timely billing and invoicing
• Serve as a secondary point of contact for customers regarding project status, schedules, documentation, and changes
• Assist with proposals, estimates, change orders, and project closeout activities
• Prepare and maintain jobsite safety documentation and assist with ensuring compliance with safety requirements, permitting requirements, and manufacturer specifications
• Coordinate travel arrangements for field and project teams as needed
• Prepare and maintain per diem lists for traveling crew members
• Facilitate communication between traveling field teams, project managers, customers, vendors, and office personnel
• Provide general project and administrative support to Project Managers and the operations team as needed

What You Bring

• 4+ years of experience in project coordination, project administration, construction administration, or a related role
• Experience in commercial HVAC/R, mechanical contracting, construction, refrigeration, or a related industry is preferred
• Strong organizational and multitasking skills with the ability to manage multiple projects and deadlines
• Excellent written and verbal communication skills
• Strong attention to detail and follow-throughProficiency with Microsoft Office, particularly Excel and Outlook
• Experience working with project management, ERP, CRM, or construction management software
• Ability to communicate effectively with field personnel, customers, vendors, and internal teams
• Strong problem-solving skills and the ability to prioritize competing demands
• Ability to read and understand basic mechanical drawings, specifications, and submittals is a plus
• Valid driver's license if occasional project/site visits are required

Preferred Qualifications

• Associate's or Bachelor's degree in Construction Management, Business, or a related field
• Experience with commercial construction permitting and local code requirements
• Experience with project purchasing, purchase orders, and material coordination
• Familiarity with commercial refrigeration equipment and systems, including walk-in coolers, rack systems, and related equipment
• Experience supporting traveling construction crews or projects across multiple locations
• Previous experience with job costing, project billing, or construction accounting processes

Work Environment

• Primarily office-based in Round Rock, TX
• Fast-paced environment supporting multiple active projects
• Frequent communication with traveling field teams and project personnel
• Projects and field teams may be located throughout the United States

Who We Are

Wood Air Conditioning & Plumbing is a leading commercial HVAC and plumbing company with decades of proven success serving customers across the country. Our teams support large-scale commercial HVAC/R, refrigeration, installation, service, and retrofit projects for national clients, including Walmart.

Our traveling field teams execute projects nationwide, and we rely on a strong operations team behind the scenes to keep those projects organized, properly staffed, supplied, documented, and moving forward.

Why Join Wood Air Conditioning & Plumbing?

If you have a background in construction, HVAC/R, mechanical contracting, or operations coordination and enjoy managing the details that keep projects moving, we'd like to hear from you.

Please Note

To ensure we’re able to provide the best service to our clients, we kindly request no phone calls or office visits regarding application status. Only selected candidates will be contacted for interviews.

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