Project Coordinator - HVAC Sales

Johnson Air Products; Portland (OR); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision benefits

FSA

401(k) + match

PTO

Education assistance

Employee assistance program

Employee discount

Job summary

Johnson Air Products seeks a detail‑oriented Project Coordinator to support Project Managers and Account Managers through the full project lifecycle—from award and order entry to startup and closeout. You will coordinate documentation, equipment orders, schedules, and customer communications, serving as a key link among customers, manufacturers, vendors, service, accounting, operations, and the sales team.

The role targets strong organization, clear written and verbal communication, teamwork,

Qualifications

• Excellent organization, attention to detail, and ability to prioritize deadlines.
• Strong written and verbal communication and customer service.
• Sound judgment with accountability for accurate records and follow-up.
• Ability to learn HVAC equipment and manufacturer processes.
• Experience coordinating projects, orders, documentation, logistics, or warranty activities is preferred.

Responsibilities

• Project administration: Set up awarded projects, maintain files, track milestones and actions, and escalate concerns.
• Order and submittal coordination: Review POs, verify details, enter orders, assemble submittals, track approvals.
• Equipment and logistics: Prepare POs, track production and delivery dates, resolve discrepancies.
• Warranty administration: Manage intake, authorization, replacements/repairs, credits, and closure.
• Communication and coordination: Provide updates to customers and internal teams; route technical matters appropriately.
• Startup and closeout: Schedule startup, assist with billing, assemble manuals and certificates, support project closeout.

Skills

Excellent organization

Strong communication

Teamwork

Problem-solving

Multi-tasking

Tools

ERP systems

Job description

Position Summary

The Project Coordinator supports Project Managers and Account Managers throughout the project lifecycle from award and order entry through submittals, delivery, startup, warranty administration, and closeout. This role coordinates documentation, equipment orders, schedules, customer communications, and warranty claims while serving as a key link among customers, manufacturers, vendors, service, accounting, operations, and the applied sales team.

Position Summary

The Project Coordinator supports Project Managers and Account Managers throughout the project lifecycle from award and order entry through submittals, delivery, startup, warranty administration, and closeout. This role coordinates documentation, equipment orders, schedules, customer communications, and warranty claims while serving as a key link among customers, manufacturers, vendors, service, accounting, operations, and the applied sales team.

Key Responsibilities

• Project administration: Set up awarded projects, maintain organized files, track milestones and action items, and escal schedule, cost, customer, or technical concerns.
• Order and submittal coordination: Review purchase orders against quotations and scope; verify project, billing, and shipping details; enter orders; assemble and distribute submittals; and track approvals and revisions.
• Equipment and logistics: Prepare manufacturer purchase orders and releases under Project Manager direction, review acknowledgments, track production and delivery dates, and help resolve freight damage, shortages, or discrepancies.
• Warranty administration: Own the administrative process from request intake through manufacturer authorization, replacement or repair, credits, and closure; collect required equipment and service information; track claims, parts, returns, costs, and reimbursements; and maintain complete records and reporting.
• Communication and coordination: Provide timely updates to customers and internal teams, follow up with manufacturers and vendors, respond to routine inquiries, and route technical, pricing, or contractual matters appropriately.
• Startup and closeout: Coordinate startup scheduling and documentation, support related billing, assemble O&M manuals and warranty certificates, confirm outstanding items are complete, and assist Accounting with project closure.

Qualifications

• Excellent organization, attention to detail, follow-through, and ability to prioritize multiple deadlines.
• Strong written and verbal communication, customer service, teamwork, professionalism, and sense of urgency.
• Sound judgment and problem-solving skills, with accountability for accurate records and timely follow-up.
• Ability to learn HVAC equipment, manufacturer processes, warranty requirements, and company ERP/workflow systems.
• Experience coordinating projects, orders, documentation, logistics, or warranty/service activities is preferred.

Benefits

• Medical and Dental Insurance
• Vision HRA
• Flexible Spending Acct (FSA)
• Long-term Disability insurance
• 401(k) + Match
• Paid Time Off (PTO)
• Industry Education Assistance
• Employee Assistance Program (EAP)
• Employee Discount