Project Coordinator - Kelso Southwest

Kelso Industries; Phoenix (AZ); On-site; USD 52,000 - 78,000; Full time

Benefits offered by this job

Medical/dental/vision coverage

401(k) with company match

Unlimited PTO

Paid holidays

Career development opportunities

Cross-company opportunities

Job summary

Kelso Southwest, based in Phoenix, seeks an organized Project Coordinator to support our Phoenix project teams, working with project managers, engineers, field leaders, customers, vendors, and trade partners. You will help keep projects organized and moving from startup through closeout, maintaining files, logs, meeting minutes, submittals, RFIs, and change orders.

Two+ years of coordination experience in commercial/mechanical fields and a proactive, detail‑oriented approach will help you grow

Qualifications

• Two+ years of project coordination experience.
• Experience with commercial mechanical, HVAC, plumbing, or related contracting.
• Familiarity with RFIs, submittals, change orders, POs, drawings, and closeout requirements.
• Proficiency with Microsoft 365 tools is preferred.

Responsibilities

• Coordinate project documentation, schedules, deliverables, and follow-up.
• Prepare, distribute, and track submittals, RFIs, COs, POs, and correspondence.
• Monitor milestones, deadlines, material releases, and equipment deliveries.
• Support budget tracking, cost reporting, and forecasting inputs.
• Assist with project meetings and documented decisions and deadlines.
• Coordinate procurement and field coordination with vendors and trade partners.

Skills

Organizational skills

Communication

Proactive mindset

Team collaboration

Attention to detail

Time management

Tools

Procore

Bluebeam

Autodesk Construction Cloud

Microsoft 365

Job description

Together We Build – Partnership, Innovation, Excellence, and Safety

At Kelso Industries, 4,000+ employees across 40+ companies work together to deliver exceptional HVAC, mechanical, plumbing, refrigeration, and electrical solutions nationwide. Join us to grow your career, make an impact, and be part of a team where innovation, excellence, and safety come first.

Build Something With Us

Kelso Southwest is building a premier mechanical contracting business in the Southwest. Headquartered in Phoenix and backed by the resources of Kelso Industries, KSW combines the opportunity and influence of a growing local company with the stability and capabilities of a national specialty-trades organization.

Our team delivers complex commercial and industrial mechanical projects, including HVAC, plumbing, piping, design-build, and mission-critical/data-center construction. With a strong backlog and significant growth ahead, we are looking for people who want to help build the processes, relationships, and reputation of a growing organization.

We are seeking an organized, proactive, and detail-oriented Project Coordinator to support our Phoenix project teams. Working closely with project managers, project engineers, field leadership, customers, vendors, and trade partners, you will help ensure projects remain organized, properly documented, and moving forward from startup through closeout.

What You’ll Do

• Support multiple commercial mechanical projects from startup and preconstruction through commissioning, turnover, and closeout.
• Coordinate project documentation, communication, schedules, deliverables, and follow-up activities.
• Create and maintain project files, contact directories, logs, reports, meeting minutes, and other project records.
• Prepare, distribute, and track submittals, requests for information, change-order documentation, purchase orders, and project correspondence.
• Monitor project milestones, action items, approval deadlines, material releases, equipment deliveries, and other critical commitments.
• Coordinate with project managers, project engineers, estimating, BIM/VDC, procurement, accounting, field leadership, vendors, and trade partners.
• Assist project teams with budget tracking, billing documentation, cost reporting, forecasting inputs, and change-order logs.
• Help coordinate project meetings and document decisions, responsibilities, deadlines, and required follow-up.
• Support equipment and material procurement by tracking submittal approvals, release dates, fabrication status, delivery schedules, and jobsite requirements.
• Communicate with vendors and internal stakeholders to obtain missing information and resolve routine documentation or delivery issues.
• Support foremen and superintendents with project documents, material information, schedules, and field coordination needs.
• Identify missing information, upcoming deadlines, unresolved action items, and potential roadblocks, and promptly communicate them to project leadership.
• Assist with project turnover and closeout, including as-built drawings, operation and maintenance manuals, warranties, training records, punch-list documentation, and final deliverables.
• Help develop and improve project templates, reporting tools, workflows, and standard operating procedures as KSW continues to grow.
• Provide responsive and professional support to customers, general contractors, vendors, trade partners, and internal teams.

What You Bring

• Two or more years of project coordination, project administration, or construction-related experience preferred.
• Experience with a commercial mechanical, HVAC, plumbing, piping, general, or specialty contractor is strongly preferred.
• Familiarity with RFIs, submittals, change orders, purchase orders, construction drawings, specifications, and project closeout requirements.
• Strong organizational skills and the ability to manage multiple projects, priorities, and deadlines.
• Exceptional attention to detail and a commitment to maintaining accurate and complete project records.
• Strong written and verbal communication skills.
• A proactive, solutions-oriented approach and the confidence to follow up when information or action is needed.
• Ability to work effectively with project executives, project managers, project engineers, field leaders, customers, vendors, and trade partners.
• Proficiency with Microsoft 365, particularly Excel, Word, Outlook, Teams, and SharePoint.
• Experience with Procore, Bluebeam, Autodesk Construction Cloud, or similar construction technology is preferred.
• Willingness to learn, adapt, and help build effective processes in a fast-growing organization.

What Success Looks Like

You bring structure and follow-through to a fast-moving project environment. Project managers and field leaders can depend on you to know what is due, what is missing, who owns the next action, and what could prevent the project from moving forward.

You communicate proactively, maintain accurate records, and take ownership of the details that help KSW deliver safe, high-quality projects and an excellent customer experience.

Why Join KSW?

At KSW, you will have the opportunity to join an experienced team during an important stage of growth. You will gain exposure to complex commercial, industrial, and mission-critical mechanical projects while working closely with project and company leadership.

Because KSW is growing, this role also offers the opportunity to help improve how we operate and build a career path into positions such as Project Engineer, Assistant Project Manager, or Project Manager.

Our benefits include:

• Medical, dental, and vision coverage beginning on your first day
• 401(k) with company match after 90 days
• Competitive compensation
• Unlimited paid time off
• Paid holidays
• Career development and advancement opportunities
• Access to opportunities across KSW and the broader Kelso Industries organization

At KSW, we build more than mechanical systems. We build teams, solve complex problems, and create opportunities for our people to grow.

We build. We solve. We grow. Together.

Why Join Kelso Industries?

Join us and be part of a team dedicated to creating efficient, sustainable, and high-performance environments that make a lasting impact across the industrial, commercial, and institutional sectors.

Here you will experience:

Growth Opportunities: Develop new skills, take on exciting challenges, and advance your career in meaningful ways.

Company Culture: You’ll thrive in an environment that supports your growth, values your contributions, and makes work fulfilling and enjoyable.

Impact: Your work directly contributes to meaningful outcomes, allowing you to see the difference you make and feel a sense of purpose every day.

Competitive Compensation & Benefits: You’ll be rewarded fairly for your contributions while enjoying perks that enhance your financial security, health, and overall well-being.

Kelso Industries celebrates diversity and is committed to creating an inclusive environment for all employees. We do not discriminate in any aspect of employment based on race, color, religion, national origin, ancestry, gender, sexual orientation, gender identity and/or expression, age, veteran status, disability, or any other characteristic protected by federal, state, or local employment discrimination laws where Kelso does business