Project Coordinator II

Daikin-Applied; Orlando (FL); On-site; USD 36,000 - 58,000; Full time

Benefits offered by this job

Health insurance

401K retirement plan

Life insurance

Disability insurance

Paid time off

Paid holidays

Parental leave

Tuition reimbursement

Job summary

Daikin Applied is seeking a Project Coordinator II for our Orlando, FL office to support turnkey HVAC and contracting projects. You will coordinate project setup, scheduling, procurement, financial administration, and documentation control, acting as the central hub among project stakeholders.

You will work closely with Project Managers, field operations, subcontractors, vendors, customers, and internal teams to ensure projects are delivered efficiently and in compliance with company standards;

Qualifications

• Bachelor's degree required; additional work experience may be considered in lieu of degree.
• 3+ years of related work experience in Mechanical, Electrical, Plumbing service or similar field.
• Proficiency in MS Office (Outlook, PowerPoint, Excel).
• Strong organization, problem-solving, and customer service skills; excellent communication and interpersonal abilities.

Responsibilities

• Project Setup & Job Initialization: create project records, organize documentation in systems, issue subcontracts and PO's.
• Coordinate communication among Project Managers, customers, subcontractors, vendors, and internal teams; attend weekly progress meetings.
• Schedule milestones, inspections, and progress meetings; maintain status updates and follow-up on actions.
• Procurement & Logistics: procure HVAC equipment, track delivery status, manage orders per project needs.
• Financial Administration: process invoices, billings, change orders; monitor revenue and forecasts; support AP/AR.
• Documentation & Compliance: maintain records, upload startup/commissioning docs, warranties, COIs; ensure compliance.
• Closeout & Turnover: reconcile costs, prepare closeout packages, hand over to service teams with required documents.

Skills

Communication

Organization

Problem-solving

Customer service

Initiative

MS Office proficiency

Education

Bachelor's degree

Tools

MS Office Suite

Job description

Join the world's largest HVAC company, named by Forbes as one of America's Best-In-State Employers 2025!Project Coordinator – HVAC Turnkey & ContractingPosition SummaryThe Project Coordinator II supports the successful delivery of HVAC turnkey and contracting projects by coordinating project, scheduling, procurement, financial administration, documentation control, compliance activities, and project closeout. This role works closely with Project Managers, field operations, subcontractors, vendors, customers, and internal departments to ensure projects are executed efficiently, accurately, and in accordance with company standards.The Project Coordinator serves as a central communication hub across all project stakeholders, ensuring project information is organized, schedules are maintained, financial processes are completed, and project documentation is properly managed throughout the project lifecycle.Location : Orlando, FL. This is an in-office role.Minimum requirementsBachelor’s degree: additional work experience may be considered in lieu of bachelor’s degree.3+ years of related work experience ideally in Mechanical, Electrical, Plumbing service field or comparable industry.Proficiency in the MS Office Suite (Outlook, PowerPoint, Excel, etc.).Strong organization, problem-solving, and customer service skills.Demonstrated ability to take initiative and solve complex problems.Exceptional communication and interpersonal skills.Key ResponsibilitiesProject Setup & Job InitializationCreate and establish new project records.Upload, organize, and maintain project documentation in company systems.Issue subcontractor agreements and purchase orders.Coordinate permit applications, Notices of Commencement (NOC), and project startup requirements.Support project execution planning and readiness activities.Project Coordination & CommunicationCoordinate communication between Project Managers, customers, subcontractors, vendors, service teams, and internal departments.Schedule progress meetings, inspections, and project milestones.Attend and document weekly project progress meetings.Communicate punch list requirements and track completion activities.Provide regular project status updates and ensure timely follow-up on action items.Facilitate collaboration among stakeholders to proactively resolve project issues and support successful project delivery.Scheduling & Execution SupportCoordinate mechanical inspections and project-related scheduling activities.Track project milestones and critical deadlines.Assist in staging projects for field execution and resource readiness.Monitor project activities to ensure alignment with schedules and customer expectations.Procurement & LogisticsCoordinate procurement of HVAC equipment and project materials.Monitor equipment and material delivery status and communicate updates to project teams.Track supplier commitments and support project logistics planning.Ensure orders are processed accurately and delivered according to project requirements.Financial AdministrationProcess vendor invoices and maintain accurate project cost records.Enter and update project expenses and service vouchers within systems.Administer customer and vendor change orders.Prepare progress billings, advanced billings, and AIA billing documentation.Verify vendor payments and collect lien waivers from subcontractors and suppliers.Prepare and distribute customer invoices and supporting documentation.Manage billing and forecasting activities.Support accounts payable and accounts receivable processes.Monitor project revenue, forecasting, and financial performance.Documentation & Compliance ManagementMaintain complete and accurate project records throughout the project lifecycle.Upload serial numbers, startup documents, commissioning records, warranties, and closeout documentation.Prepare audit packages and compliance documentation.Register equipment and maintain warranty records.Create and manage warranty start and end dates within systems.Maintain vendor records, Certificates of Insurance (COIs), and new vendor setup documentation.Ensure compliance with company policies, customer requirements, and contractual obligations.Davis-Bacon & Certified Payroll AdministrationCoordinate customer communications regarding Davis-Bacon requirements.Collect and maintain certified payroll documentation.Prepare, review, and submit certified payroll reports and supporting documentation.Ensure compliance with federal, state, and customer-certified payroll requirements.Reporting & Project Performance MonitoringGenerate and distribute weekly progress reports.Maintain service status workbooks and project tracking reports.Monitor job costs, margins, revenue forecasts, and trailing costs throughout project execution.Support project forecasting and operational decision-making with accurate reporting.Project Closeout & Service TurnoverReconcile and audit project costs prior to project closure.Prepare customer closeout packages.Coordinate project turnover to service teams, including warranty documentation, submittals, as-built drawings, certified drawings, and service alerts.Benefits: Daikin Applied offers the following benefits for this position, subject to applicable eligibility requirements:Multiple medical insurance plan options + dental and vision insurance.401K retirement plan with employer contributions matching 100% of the first 3% of employee contributions and 50% on the next 2% of employee contributions.Company provided life insurance + optional employee paid voluntary life insurance, dependent life coverage and voluntary accident coverage.Short term and long-term disability.88 hours company paid holidays.120 hours of paid time off for new employees. Vacation accrues on a monthly basis, unless applicable federal, state and local law requires a faster accrual.Paid sick time in accordance with the federal, state and local law.Paid parental leave and tuition reimbursement after 6 months of continuous service.Visa sponsorship is not being offered at this time.The typical hourly pay rate for this position ranges from $25.72 - $42.44. The range displayed represents a pay range for all positions in the job grades which this position falls for Florida. Individual base pay will depend on a wide range of factors including your skills, qualifications, experience, and location.Employment is contingent upon successful completion of pre-employment requirements, including verification of employment history, education, background screening, and drug testing where permitted by law. Safety-sensitive positions may require cannabis (marijuana) testing. All testing and employment decisions will comply with applicable federal, state, and local laws.If you're looking for an engaging career with growth opportunities in a supportive environment, you'll love a career at Daikin Applied!