Project Coordinator New Phoenix, AZ

Mechanical Products SW, Inc.; Phoenix, Northern (AZ, KY); Hybrid; USD 40,000 - 55,000; Full time

Job summary

Mechanical Products SW, Inc. is seeking a detail‑oriented Project Administrator to support sales staff and customers from initial sale through project closeout. You will manage project lists, generate reports, and coordinate data and documents with customers and internal teams.

The role requires 2–3 years of administrative experience, excellent communication skills, and the ability to multitask in a fast-paced office environment. Overtime may be required to meet deadlines.

Qualifications

• Minimum of 2–3 years in project administration or an administrative role.
• Excellent written and verbal communication; strong customer service skills.
• Detail-oriented with strong organizational and multitasking abilities.

Responsibilities

• Maintain and update internal project lists to keep staff informed.
• Generate and send multiple Excel reports weekly.
• Facilitate project number allocation and track status.
• Request project information from customers for accounting purposes.
• Prepare preliminary lien notices as needed for accounting purposes.
• Send shipping notifications and resolve shipping questions.
• Create and manage electronic and paper files.
• Collect and send pre-startup paperwork to customers and to the HVAC Service Department.
• Collect and send project closeout documentation to customers.

Skills

Interpersonal skills

Communication skills

Customer service

Attention to detail

Organizational skills

Multitasking

Time management

Professional demeanor

Overtime flexibility

Pricing software knowledge

Education

High School Diploma

Two-year degree in Business Management/Administration

Tools

Manufacturer’s selection/pricing program

Job description

For over 45 years, MPSW has been a trusted source for engineered HVAC solutions in Arizona. We represent top-tier manufacturers and provide technical sales support for nearly every system type—backed by expert design assistance, energy analysis, and application know-how.

At MPSW, we’re team-driven, service-focused, and always moving forward. If you're a self-starter who values collaboration and wants your work to make a real impact, you’ll fit right in here.

Reports To: Account Manager, Account Executive

FLSA Status: Non-Exempt

The Company

MPSW, a Meriton portfolio company, is one of the largest independent HVAC Equipment and Solutions providers in Arizona and New Mexico. Our company has offices in Phoenix, Tucson, Albuquerque, and El Paso with over 175 employees throughout Arizona, New Mexico and Texas. We are proud members of ASHRAE, ASPE, AEE, and others. We represent over 100 manufacturers, offering innovative systems with flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‑added solutions to their complex problems.

Our overall mission is simple: we want to create value and make a difference every day in our journey to be the best HVAC sales and service organization in North America. We believe we can succeed in that mission by being the BEST provider for our clients, the BEST partner for manufacturers, the BEST company for our employees, and the BEST investment for our current and future shareholders.

The Opportunity

Supports and works closely with Sales staff and customers to administer HVAC product sales from time of sale through final project closeout.

Responsibilities

• Updates internal project list to keep staff up to date on project status
• Generates and sends multiple Excel reports on a weekly basis
• Facilitates the job number order allocation process
• Requests project information from customers as needed for accounting purposes
• Completes preliminary lien notices as needed for accounting purposes
• Sends shipping notifications to customers and resolves any shipping-related questions or concerns
• Creates and manages electronic and paper files
• Collects, fills out and sends equipment pre-startup paperwork to customers
• Collects, fills out and sends equipment startup paperwork to the HVAC Service Department
• Collects and sends project closeout documentation to customers

The Required Profile

• High School Diploma; Two-year Degree in Business Management, Business Administration, or a related field desired
• Minimum of 2-3 years of prior experience in project administration or an administrative role
• Excellent interpersonal and communication skills both verbal and written
• Excellent customer service skills and follow up
• Excellent attention to detail and organizational skills
• Ability to multi-task and track projects to completion
• Ability to communicate clearly and effectively with team members and customers
• Ability to prioritize workload with strong time management skills
• Professional demeanor, proactive and flexible with changing priorities
• Flexibility to work overtime / non-business hours as needed
• Ability to learn and utilize various manufacturer’s selection/pricing program

Other Skills/Abilities

• Strategic Skills
  • Ability to learn new skills and knowledge.
  • Ability to understand concepts and complexity comfortably.
  • Open to change and will try anything to find solutions.
  • Able to handle uncertainty and make decisions without knowing the whole story
• Operating Skills
  • Ability to discern between tasks to determine how best to accomplish goals and organize task/people assignments to get results in a timely way.
  • Ability to figure out processes and simplify them in order to maximize workflow.
• Behavior Skills
  • Ability to manage people and situations when conflicts arise.
  • Ability to seize opportunities with the drive to complete goals.
• Will be required to work in an office environment.

Physical Demands

• While performing the duties of this job, the employee is regularly required to use hands to operate computer keyboard and telephone, reach with hands and arms.
• The employee frequently is required to stand, walk, and sit.
• The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl.
• The employee must regularly lift and/or move up to 25 pounds.
• Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and ability to adjust focus.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as negotiated to meet the ongoing needs of the organization.

MPSW is an Equal Opportunity Employer

Employment practices will not be influenced or affected by an applicant’s or employee’s race, color, religion, sex (including pregnancy), national origin, age, disability, genetic information, sexual orientation, gender identity or expression, veteran status or any other legally protected status. Reasonable accommodations will be made for qualified individuals with disabilities unless doing so would result in an undue hardship.

Salary ranges listed are dependent upon a candidate’s qualifications, experience, internal equity, and the budgeted amount for the specific role and location.