Remote Project Coordinator (BSA) – Project Division

Capstone Mechanical LLC; United States; Remote; USD 30,000 - 47,000; Full time

Benefits offered by this job

PTO

Holidays

Parental Leave

Health Insurance

Dental Insurance

Vision Insurance

Wellness Program with premium

Short & Long-Term Disability + life

Additional Life Insurance Options

401(k) with 3% Employer Contribution

Free Financial Advising

Employee Assistance Program

Personal and Professional Development

Job summary

Capstone Mechanical LLC is seeking a Project Coordinator (Business Support Analyst, Project Division) to support project leads remotely within our service territory. The role emphasizes structured project documentation, cross-functional collaboration, and timely workflows to keep projects on track.

You will coordinate permits, invoicing, payroll submissions, and stakeholder communications while helping optimize processes and SOPs to scale operations.

Qualifications

• Experience in project coordination, permitting, or administrative support in construction, HVAC, or a related field.
• Strong organizational, communication, and problem-solving skills.
• Proficiency in Microsoft Office and project management platforms such as Basecamp, SharePoint, or FieldPoint.
• Understanding of basic project financial processes, including invoicing and payroll submissions.
• High attention to detail and the ability to analyze data, interpret metrics, and make informed decisions.

Responsibilities

• Maintain accurate, organized project documentation across software platforms and track key milestones, deliverables, and deadlines.
• Assist with project closeout documentation and timely, accurate payroll submissions for Project Leads.
• Process and verify invoices with the GM of Projects; review quotes and finalize invoice submissions.
• Coordinate with municipalities, engineers, and property owners to apply for, secure, and close out permits; maintain municipal relationships and meet requirements.
• Coordinate project and team calendars for site access, surveys, crane lifts, installations, deliveries, vendors, and inspections.
• Work with the team to secure resources needed for project completion and serve as an administrative point of contact for Project Leads.
• Communicate project status and schedules to internal and external stakeholders and collaborate across the Project Division, Service Teams, and administrative departments.
• Immediately escalating safety concerns.
• Identify opportunities to improve workflows, documentation, and coordination; maintain SOPs that support scalable growth.
• Participate in training and professional development to strengthen skills and effectiveness.

Skills

Organized

Detail-oriented

Collaborative

Proactive

Adaptable

Accountable

Improvement-minded

Tools

Microsoft Office

Basecamp

SharePoint

FieldPoint

Job description

Capstone Mechanical LLC is seeking a Project Coordinator (Business Support Analyst, Project Division) to support project leads remotely within our service territory. The role emphasizes structured project documentation, cross-functional collaboration, and timely workflows to keep projects on track.

You will coordinate permits, invoicing, payroll submissions, and stakeholder communications while helping optimize processes and SOPs to scale operations.