• ESOP
• Health insurance
• Opportunity for advancement
• Paid time off
• Vision insurance
• 401(k)
• 401(k) matching
• Dental insurance

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 Mechanicals 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

• Bachelors 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.

There are many exciting options for a career at Marina Mechanical Services.