Commercial HVAC/Plumbing Project Coordinator

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 23 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 RFIs, 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)