Service Project Coordinator

GLC Business Services, Inc.; Buffalo (NY); On-site; USD 85,000 - 100,000; Full time

Job summary

GLC Business Services, Inc. in Buffalo, NY is seeking a Service Project Coordinator to support the Service Division by coordinating awarded work and managing small-job quotes from kickoff through closeout and invoice readiness.

This role links sales, operations, field teams, vendors, and accounting to ensure projects are completed efficiently, accurately, and profitably, removing administrative tasks from Service Account Managers.

Qualifications

• 3+ years of experience in service operations or project coordination.
• Mechanical, HVAC, plumbing, or construction admin experience preferred.
• Experience with quoting, scheduling, and project documentation.
• Strong organizational and communication skills.
• Proficiency in Microsoft Office and ability to learn CRM systems.

Responsibilities

• Coordinate project kickoff, scheduling, materials, and subcontractors.
• Ensure field teams have complete work packages and documentation.
• Track progress, identify issues, and communicate status.
• Coordinate closeout, punch lists, and invoice-ready documentation.
• Coordinate vendor pricing and PO requests.
• Assist with converting quotes into executed work orders and billing packages.
• Communicate with customers on scheduling and logistics as needed.

Skills

Project coordination

Microsoft Office

CRM systems

Tools

CRM software

Service management systems

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Buffalo, NY, US

Salary Range: $85,000.00 To $100,000.00 Annually

Position Summary

The Service Project Coordinator (SPC) supports the Service Division by coordinating the execution of awarded work and managing small-job quotes from kickoff through closeout and invoice readiness. This role is designed to remove administrative and operational tasks from Service Account Managers (SAMs), allowing them to focus on customer relationships and business development. The SPC serves as the link between sales, operations, field teams, vendors, and accounting to ensure projects are completed efficiently, accurately, and profitably.

Project Execution

• Coordinate project kickoff, scheduling, materials, subcontractors, and documentation.
• Ensure field teams have complete work packages, site information, and required documentation.
• Track project progress, identify issues, and communicate status updates internally.
• Coordinate project closeout, punch lists, and invoice-ready documentation.
• Request vendor and subcontractor pricing.
• Initiate purchase order requests and track deliveries and lead times.
• Coordinate subcontractor scheduling and logistics.

Small-Job Quoting

• Prepare small-job quotes using approved pricing templates and standards.
• Obtain vendor pricing and route quotes for approval.
• Track quotes from creation through award and closeout.
• Convert awarded quotes into executable work orders.
• Collect labor records, material usage, photos, permits, and subcontractor invoices.
• Assemble complete invoice packages for Accounting.
• Ensure documentation is accurate prior to billing.

Customer Interaction

The Service Account Manager remains the primary customer contact. The SPC may communicate with customers regarding scheduling, access, and project logistics as needed.

Qualifications & Experience

• 3+ years of experience in service operations, project coordination, dispatch, or construction administration.
• Mechanical, HVAC, plumbing, or construction industry experience preferred.
• Experience with quoting, scheduling, and project documentation preferred.
• Strong organizational, communication, and problem‑solving skills.
• Proficiency in Microsoft Office and ability to learn CRM and service management systems.