Project Coordinator

The Project Coordinator supports the successful execution of HVAC installation. This role provides administrative, scheduling, documentation, invoicing, and permitting support to the HVAC Install Manager and the Controls & Electrical Manager, helping ensure projects and service obligations are properly planned, compliant, billed, and closed out. The ideal candidate is highly organized, detail-oriented, and comfortable supporting both project-based work and recurring service activity in a commercial mechanical environment.

Responsibilities:

• Support commercial HVAC installation from kickoff through closeout
• Assist the HVAC Install Manager with project setup, coordination, and administrative support
• Create, maintain, and organize project documentation, schedules, and records within project management and accounting systems
• Coordinate communication between project managers, service teams, field supervisors, technicians, subcontractors, vendors, customers, and accounting
• Track project schedules, milestones, and deliverables, proactively identifying and escalating conflicts, delays, or risks
• Assist with material ordering, tracking, and delivery coordination to ensure site readiness
• Maintain accurate records for submittals, RFIs, change orders, purchase orders, and approvals
• Log and track approved scope changes and pricing requests as directed by project leadership
• Prepare meeting agendas, capture meeting minutes, and follow up on action items
• Coordinate permit applications for HVAC in accordance with project scope and local requirements
• Prepare and submit permit documentation including drawings, specifications, insurance certificates, and contractor credentials
• Track permit status, approvals, inspections, fees, and expiration dates
• Coordinate required inspections with inspectors, field supervisors, and customers
• Maintain organized, audit-ready permit and inspection records
• Register equipment warranties, including Mitsubishi and JB warranties, to ensure client protection and manufacturer compliance.
• Support scheduling and coordination of service-related activity associated with projects, controls work, and installed systems
• Assist with warranty-related service activity
• Coordinate service schedules with customers, technicians, service coordinators, and project teams to avoid work conflicts
• Track completion of service and PM activities to ensure contractual obligations are met and documented
• Enter, review, and validate installer and technician timesheets for payroll processing, ensuring time is coded accurately to the correct job, phase, cost code, and pay type
• Verify time entries for completeness, accuracy, and compliance with company policies, and payroll deadlines
• Follow up with installers, technicians, and supervisors to resolve missing, incorrect, or late time entries
• Coordinate with payroll teams to support timely and accurate payroll processing
• Maintain organized, audit-ready labor and timekeeping records
• Support project invoicing, including monthly progress billing and percent-complete billing
• Prepare and assemble billing documentation in AIA formats (G702/G703 or equivalent)
• Track contract values, approved change orders, retainage, and prior billings to ensure accurate applications for payment
• Coordinate with project managers and accounting to confirm billed progress aligns with field completion
• Assist with service-related invoicing tied to preventive maintenance, warranty work, or project-associated service activity
• Respond to customer billing documentation requests and support timely invoice submission
• Assist with basic project cost tracking, labor reporting, and production data entry
• Support project and service closeout activities including as-builts, O&M manuals, warranties, testing documentation, and customer handoff packages
• Maintain organized, audit-ready project, service, billing, permit, and payroll documentation
• Adhere to all company safety, quality, and compliance standards

• 2+ years of experience in project coordination, service coordination, or project administration within HVAC, mechanical, controls, or electrical contracting
• Familiarity with commercial HVAC installation, permitting processes, preventive maintenance, and progress billing
• Experience with AIA-style billing and percentage-of-completion invoicing preferred
• Experience with ERP, service, or project management systems (ServiceTitan preferred)
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Teams
• Strong organizational skills, attention to detail, and ability to manage multiple priorities
• Clear written and verbal communication skills

Physical Demands:

• This is largely a sedentary role; with a large amount of computer work being required.
• Answer phone, and use computer, scanner, printer, etc.
• Stooping, walking, standing, bending, reaching, pulling and pushing
• Clarity of vision at both over 20 feet and under 20 inches
• Able to judge depth, have a good field of vision, and identify and distinguish colors
• Climbing stairs
• Dusty Environment

Position Type and Expected Hours of Work:

This is a full-time 40-hour position. Days and hours of work are Monday through Friday 8:00 AM to 5:00 PM.

Compensation & Benefits:

• Health care benefits through United HealthCare
• Delta Dental and Vision Service Plan
• Paid time off and holidays
• Employer-matching 401(k) retirement plan
• Employer-paid Employee Stock Ownership Program (ESOP)
• Employer-paid life and AD&D insurance; access to short and long-term disability insurance
• Tuition reimbursement

Who We Are

The RISE Group is an employee-owned, professional engineering firm that provides a complete range of consulting, design, and energy services to customers throughout the United States and internationally. Our multi-disciplined engineering and technical staff specialize in failure analysis, engineering design, process optimization, and condition assessment. Our work demonstrates how creative collaboration can produce outstanding results for our clients and our communities.

Our Culture

At RISE, our customers come from all walks of life -- and so do our employees! We hire amazing people from a wide variety of backgrounds, not just because it's the right thing to do, but because it makes our company stronger. We can confidently state that we are successful as a direct result of our diversity.

From day one and throughout your career with us, you'll find a workplace culture with expansive personal & professional development opportunities, cutting edge technology, a place where relationships are valued, and work/life balance is always a priority.

We are committed to diversity, equity, and inclusion (DEI) within our workplace and in our communities. It is our policy to provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other applicable federal or state-protected classification.

RISE Group Inc. is an E-Verify participant and will conduct background investigations and pre- employment screening of candidates for employment Pre-employment activities will be conducted on qualified applicants after acceptance of a job offer.

RISE Group Inc. is an employee-owned company and an equal opportunity/affirmative action employer. We welcome applications from all backgrounds regardless of race, color, religion, sex, national origin, ancestry, age, marital status, sexual orientation, gender identity or expression, veteran status, disability, or any other classification protected by law.