Commercial HVAC/Plumbing Project Coordinator is a cross-functional operations and administrative lead supporting Mechanical and Plumbing scopes across multiple commercial construction projects. This role bridges field operations, project management, and administrative workflows, ensuring the timely and accurate coordination of submittals, procurement, manpower tracking, and closeout documentation, managing all related workflows using various tools such as monday.com, Procore, Microsoft O365, and Dropbox.
Core Responsibilities:
1. Submittals Management
· Create, track, and submit MEP submittal packages to general contractors (GCs)
· Coordinate internal PM reviews and ensure alignment with spec sections
· Track engineer approvals, flag delays, and follow up to maintain 2–3 week turnaround window
· Maintain logs in monday.com with groupings by division (Mech, Plumb, Elec)
· Organize submitted vs. reviewed submittals by folder structure in shared drive
· Upload final approved submittals to Dropbox for field access
· Create submittal packets for the field including approved submittals, project schedule, proposal (scope only), relevant RFI’s, and job-specific data
· Print submittal packets and project plans for field use, in addition to uploading to Dropbox and monday.com
2. Procurement Coordination
· Monitor and update procurement data post-submittal approval
· Coordinate with vendors to confirm lead times, ship dates, and deliveries
· Mark field responsibility items accordingly and follow up for item-specific release confirmation
· Track partial vs. full releases and maintain up-to-date status for field coordination
· Notify vendors 30 days before estimated ship date to confirm on-time delivery
3. Manpower Resource Tracking
· Enter weekly job hours into manpower resource spreadsheet in monday.com
· Audit logs 1-2x/year using reports from payroll coordinator
· Adjust labor hours based on approved change orders and capture related estimates in tracker
4. Contractual & Compliance Support
· Extract insurance requirements from project contracts and request COIs from Moody (insurance broker)
· Track COI status in monday.com with workflow from 'Requested from Moody' to 'In Job File'
· Coordinate and track Tax-Exempt Certifications (TECs), storing in both job files and monday.com
· Manage TEC expirations using 30-day alert automations for ongoing projects
5. Closeout Documentation
· Transition approved submittals into closeout format with O&Ms, warranties, and as-builts
· Track which field team member is responsible for as-built content
· Organize and distribute closeout packages per GC requirement
6. Communication & Coordination
· Primary liaison for internal PMs, general contractors, vendors, and field crew
· Send and track formal communications related to procurement, submittals, and compliance
· Monitor changes to GC project schedules and update procurement accordingly
Benefits:
401(k) matching
Dental insurance
Health insurance
Health savings account
Life insurance
Paid time off
Retirement plan
Vision insurance
Compensation Package:
Weekly pay
Schedule:
Monday to Friday
Experience:
Project Coordinator: 4 years (Preferred)
