Project Coordinator

A.G. O'Brien Plumbing & Heating is seeking a motivated, organized, and driven Project Coordinator / Assistant Project Manager to provide administrative, operational, and project coordination support to the Territory Manager. This position plays a vital role in coordinating residential and light commercial plumbing, HVAC, and septic projects while helping improve organization, communication, efficiency, and documentation throughout the department.

The ideal candidate is a self-starter who enjoys solving problems, thrives in a fast-paced environment, and can think critically while managing multiple priorities. They are highly organized, detail-oriented, personable, and comfortable communicating professionally with customers, technicians, suppliers, municipalities, and internal team members. Strong computer skills, including proficiency with Microsoft Office (particularly Excel, Outlook, and Word), and the ability to quickly learn new software are essential.

Candidates with previous plumbing, HVAC, construction, or project coordination experience are strongly preferred.

This position will be based in our Duluth office for approximately the first six months to allow for comprehensive training, onboarding, and mentorship. Upon successful completion of training, the position will transition to our Lake Nebagamon office, where it will provide ongoing support for the Territory Manager and surrounding service area.

Primary ResponsibilitiesProject Coordination

· Assist the Territory Manager with coordinating residential and commercial projects from award through completion.

· Maintain organized project files and documentation.

· Track project schedules, milestones, and overall job progress.

· Coordinate inspections and communicate with municipalities.

· Follow up on material orders and supplier deliveries.

· Assist with project close-out documentation.

Permitting & Documentation

· Prepare and submit permit applications.

· Track permit approvals, inspection schedules, and project documentation.

· Maintain organized digital and physical project records.

· Ensure required paperwork is completed, filed, and readily accessible.

Billing & Administrative Support

· Track completed work awaiting invoicing.

· Coordinate with office staff to improve invoice turnaround.

· Organize change orders and supporting documentation.

· Verify technician paperwork is complete and submitted.

· Assist with project billing documentation.

Estimating Support

· Assist with jobsite measurements and field documentation.

· Prepare material takeoffs.

· Obtain supplier pricing.

· Assist in preparing estimates for review by the Territory Manager.

· Continue developing estimating knowledge through on-the-job training.

Operations Support

· Assist with technician coordination on larger projects.

· Track labor progress and project status.

· Visit jobsites as needed to document progress.

· Provide project updates to customers when appropriate.

· Help ensure projects remain organized and on schedule.

Office Support

· Answer incoming phone calls when office staff are unavailable.

· Assist with scheduling and customer communication.

· Provide administrative support to office personnel during absences or periods of increased workload.

Qualifications

• Previous plumbing, HVAC, construction, project coordination, or estimating experience preferred.
• Highly organized with exceptional attention to detail.
• Strong problem-solving skills with the ability to think critically and make sound decisions.
• Self-motivated with the ability to work independently and take initiative.
• Excellent written and verbal communication skills with a professional and customer-focused demeanor.
• Strong time management skills with the ability to prioritize multiple projects and deadlines simultaneously.
• Proficient in Microsoft Office, including Excel, Outlook, Word, and Teams, with the ability to quickly learn new software platforms.
• Comfortable working in both an office and field environment as needed.
• Valid driver's license.

Pay: $45,000.00 - $55,000.00 per year

Benefits:

• 401(k) matching
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Work Location: In person

Salary : $45,000 - $55,000