Project Coordinator - DMG North

Ambient Enterprises; Castro Valley (CA); On-site; USD 42,705 - 48,216; Full time

Job summary

Ambient Enterprises is seeking a Project Coordinator to support commercial HVAC projects in Castro Valley, CA, with future transfer to Emeryville in 2027. The role collaborates with Project Managers, Sales Engineers, vendors, and customers to manage documentation, schedules, procurement, and communication in a fast-paced construction environment.

You’ll coordinate submittals, RFIs, change orders, POs, and closeout documents while maintaining ERP records and assisting with invoicing and project

Qualifications

• 2+ years of experience in project coordination, project administration, or related field.
• Excellent organizational and time management skills.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Proficiency in MS Office, particularly Excel, Outlook and Word.

Responsibilities

• Coordinate project documentation, schedules, procurement, and communication.
• Support project managers, vendors, customers and internal teams.
• Maintain project records in ERP and PM systems; assist invoicing and closeout.
• Identify risks or scheduling conflicts and escalate as needed.

Skills

Project coordination

Organization

Communication

Attention to detail

MS Office (Excel/Outlook/Word)

Education

Associate's or Bachelor's in Business/Construction Management/Engineering or related field

Tools

Microsoft Office

Job description

DMG North is a leading HVAC manufacturers' representative serving Northern California and Northern Nevada. We partner with consulting engineers, mechanical contractors, building owners, and facility managers to deliver innovative, energy-efficient HVAC solutions for commercial and institutional projects.

Our team represents many of the industry's leading manufacturers and provides engineering expertise from design through project completion. We pride ourselves on technical excellence, exceptional customer service, and developing long-term relationships with our customers.

About the Role

The Project Coordinator plays a key role in supporting the successful execution of commercial HVAC projects. Working closely with Project Managers, Sales Engineers, vendors, customers, and internal teams, you'll help coordinate project documentation, schedules, procurement, and communication to keep projects moving forward.This is an excellent opportunity for someone who enjoys organization, problem-solving, and working in a fast-paced construction environment while building a long-term career in project management.

Please note, this role will start on-site in our Castro Valley, CA office and transfer to our Emeryville, CA office in 2027.

Responsibilities

Project Coordination

• Support Project Managers throughout all phases of commercial HVAC projects.
• Coordinate project schedules, timelines, and milestones.
• Track project progress and follow up on outstanding action items.
• Prepare and maintain project documentation, including submittals, RFIs, change orders, purchase orders, closeout documents, and project files.
• Assist with project kickoff meetings and document meeting notes.

Procurement & Material Coordination

• Coordinate equipment and material orders with manufacturers and vendors.
• Track shipments and delivery schedules to ensure project timelines are met.
• Communicate with vendors regarding lead times, order status, and delivery updates.
• Work closely with warehouse and field teams to coordinate material availability.

Customer & Team Communication

• Serve as a point of contact for internal teams, customers, vendors, and subcontractors regarding project status.
• Provide timely updates and resolve project-related questions.
• Maintain strong working relationships through professional communication and exceptional customer service.

Administrative Support

• Maintain accurate project records within ERP and project management systems.
• Assist with invoicing, billing documentation, and project closeout activities.
• Help identify project risks or scheduling conflicts and elevate issues as appropriate.
• Support continuous improvement efforts by identifying opportunities to streamline processes.

Required

• 2+ years of experience in project coordination, project administration, construction, operations, customer service, or a related field.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
• Ability to work collaboratively in a fast-paced environment.

Preferred

• Experience supporting commercial construction, HVAC, mechanical contracting, engineering, or distribution projects.
• Associate's or Bachelor's degree in Business, Construction Management, Engineering, or a related field.

What Makes You Successfu l

• Highly organized with exceptional attention to detail.
• Able to prioritize multiple projects and meet deadlines.
• Strong sense of ownership and accountability.
• Positive, team-oriented attitude with a willingness to learn.
• Excellent problem-solving skills and adaptability.

Compensation:

$31-$35 hr, DOE

***

Ambient is a collective of HVAC design and implementation experts,each entity esteemed in their respective regions, with decades of experience. Our experts merge craft with care, delivering safety, comfort, and highly efficient, sustainable solutions for spaces that matter most: healthcare, commercial, and residential. We have over 1k employees across the US and Canada.

Voluntary Self-Identification

For government reporting purposes, we ask candidates to respond to the below self-identification survey.Completion of the form is entirely voluntary. Whatever your decision, it will not be considered in the hiringprocess or thereafter. Any information that you do provide will be recorded and maintained in aconfidential file.

As set forth in Ambient Enterprises’s Equal Employment Opportunity policy,we do not discriminate on the basis of any protected group status under any applicable law.

If you believe you belong to any of the categories of protected veterans listed below, please indicate by making the appropriate selection.As a government contractor subject to the Vietnam Era Veterans Readjustment Assistance Act (VEVRAA), we request this information in order to measurethe effectiveness of the outreach and positive recruitment efforts we undertake pursuant to VEVRAA. Classification of protected categoriesis as follows:

A "disabled veteran" is one of the following: a veteran of the U.S. military, ground, naval or air service who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Secretary of Veterans Affairs; or a person who was discharged or released from active duty because of a service-connected disability.

A "recently separated veteran" means any veteran during the three-year period beginning on the date of such veteran's discharge or release from active duty in the U.S. military, ground, naval, or air service.

An "active duty wartime or campaign badge veteran" means a veteran who served on active duty in the U.S. military, ground, naval or air service during a war, or in a campaign or expedition for which a campaign badge has been authorized under the laws administered by the Department of Defense.

An "Armed forces service medal veteran" means a veteran who, while serving on active duty in the U.S. military, ground, naval or air service, participated in a United States military operation for which an Armed Forces service medal was awarded pursuant to Executive Order 12985.

Select...

Voluntary Self-Identification of Disability

Form CC-305

Page 1 of 1

OMB Control Number 1250-0005

Expires 04/30/2026

Why are you being asked to complete this form?

We are a federal contractor or subcontractor. The law requires us to provide equal employment opportunity to qualified people with disabilities. We have a goal of having at least 7% of our workers as people with disabilities. The law says we must measure our progress towards this goal. To do this, we must ask applicants and employees if they have a disability or have ever had one. People can become disabled, so we need to ask this question at least every five years.

Completing this form is voluntary, and we hope that you will choose to do so. Your answer is confidential. No one who makes hiring decisions will see it. Your decision to complete the form and your answer will not harm you in any way. If you want to learn more about the law or this form, visit the U.S. Department of Labor’s Office of Federal Contract Compliance Programs (OFCCP) website at www.dol.gov/ofccp .

How do you know if you have a disability?

A disability is a condition that substantially limits one or more of your “major life activities.” If you have or have ever had such a condition, you are a person with a disability. Disabilities include, but are not limited to:

• Alcohol or other substance use disorder (not currently using drugs illegally)
• Autoimmune disorder, for example, lupus, fibromyalgia, rheumatoid arthritis, HIV/AIDS
• Blind or low vision
• Cancer (past or present)
• Cardiovascular or heart disease
• Celiac disease
• Cerebral palsy
• Deaf or serious difficulty hearing
• Diabetes
• Disfigurement, for example, disfigurement caused by burns, wounds, accidents, or congenital disorders
• Epilepsy or other seizure disorder
• Gastrointestinal disorders, for example, Crohn's Disease, irritable bowel syndrome
• Intellectual or developmental disability
• Mental health conditions, for example, depression, bipolar disorder, anxiety disorder, schizophrenia, PTSD
• Missing limbs or partially missing limbs
• Mobility impairment, benefiting from the use of a wheelchair, scooter, walker, leg brace(s) and/or other supports
• Nervous system condition, for example, migraine headaches, Parkinson’s disease, multiple sclerosis (MS)
• Neurodivergence, for example, attention-deficit/hyperactivity disorder (ADHD), autism spectrum disorder, dyslexia, dyspraxia, other learning disabilities
• Partial or complete paralysis (any cause)
• Pulmonary or respiratory conditions, for example, tuberculosis, asthma, emphysema
• Short stature (dwarfism)
• Traumatic brain injury

Disability Status Select...

PUBLIC BURDEN STATEMENT: According to the Paperwork Reduction Act of 1995 no persons are required to respond to a collection of information unless such collection displays a valid OMB control number. This survey should take about 5 minutes to complete.