HVAC Special Projects Coordinator 

Primary Responsibilities

• Manage the full lifecycle of HVAC service projects from project award through closeout and warranty handoff.
• Conduct project turnover meetings and review project scope, plans, specifications, proposals, and customer requirements.
• Develop project schedules, resource plans, procurement timelines, and installation strategies utilizing Smartsheet.
• Coordinate labor requirements with Service Management, Dispatch, and field personnel.
• Track project milestones, material deliveries, inspections, equipment startup, and customer acceptance.
• Facilitate weekly project reviews and maintain accurate project status reporting.
• Identify project risks, schedule impacts, potential cost overruns and proactively develop solutions.
• Work with permitting services and city departments to ensure permits are completed correctly and timely.

• Coordinate material and equipment purchasing activities for assigned projects.
• Obtain and review vendor quotations.
• Manage purchase orders and ensure accurate delivery schedules.
• Coordinate equipment logistics, staging, and site deliveries.
• Maintain communication with vendors to mitigate supply chain delays and material shortages.
• Verify equipment compliance with project specifications.

• Serve as the primary point of contact for customers throughout project execution.
• Conduct site visits, project meetings, and progress reviews with customers and stakeholders.
• Provide regular updates regarding scheduling, equipment deliveries, project status, and completion timelines.
• Build and maintain strong customer relationships through proactive communication and responsiveness.
• Address customer concerns, project challenges, and service-related issues in a professional manner.

• Coordinate field labor and subcontractor activities to ensure work is completed efficiently and safely.
• Support technicians with project documentation, scheduling changes, material issues, and technical coordination.
• Ensure proper sequencing of work activities to minimize disruptions to facility operations.
• Coordinate startup, commissioning, testing, and final inspections.

• Maintain complete project documentation throughout the project lifecycle.
• Process purchase orders, change orders, submittals, permits, and closeout documents.
• Ensure all project records are accurately maintained within company software systems.
• Coordinate project closeout packages, warranty documentation, startup reports, and customer turnover materials.
• Support billing and collections teams with project documentation when necessary.

• Promote and uphold Marina Mechanical's safety culture and operating standards.
• Participate in pre-job planning and risk assessment activities.
• Coordinate safety documentation and subcontractor compliance requirements.
• Ensure all work is completed in accordance with company quality and safety standards.

Qualifications

• Bachelor's Degree in Construction Management, Business Management, or a related field preferred.
• Equivalent HVAC industry experience may be substituted for formal education.

• 3-5+ years of commercial HVAC experience in project coordination, project management, service operations, estimating, construction administration, or related roles.
• Experience managing HVAC retrofit, replacement, tenant improvement, or special projects preferred.
• Experience coordinating field labor, subcontractors, procurement, and customer communications.

• Strong understanding of commercial HVAC systems and equipment.
• Knowledge of project scheduling, budgeting, job costing, permitting, and procurement processes.
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word) and project management software including Smartsheet.
• Experience with service management or ERP software preferred.

• Exceptional organizational and time management skills.
• Strong attention to detail and follow-through.
• Excellent verbal and written communication skills.
• Strong customer service and relationship management abilities.
• Effective negotiation and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Ability to work independently while collaborating effectively across departments.