What are the responsibilities and job description for the Project Coordinator position at Ambient?
About Us:
MIH Systems Group is a growing company in the evolving field of building commissioning, and we strive to make buildings work better. Specializing in the optimization of complex building systems, our team's diversified skill set provides value to our clients from the design stages of new construction all the way through operating existing buildings. Our consulting group provides a full array of commissioning services for both new and existing buildings, and our technical services group provides start-up services on complex HVAC equipment from a wide range of manufacturers. The MIH team consists of experienced industry-leading professionals, focused on logistical, energy and cost-effective solutions to our clients.
Summary:
The Project Coordinator is responsible for managing material‑driven projects and contract execution from initial request through project readiness. This role collects and verifies all required project information, ensures materials are ordered and received, builds the project plan, and prepares the job so the Service Coordinator can assign manpower efficiently. The Project Coordinator removes bottlenecks in scheduling by completing all administrative, material, and contract‑related steps before the job enters the manpower scheduling phase. This position significantly reduces dispatch workload and strengthens communication, accuracy, and operational flow.
Essential Duties & Responsibilities
Material Coordination
MIH Systems Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.
MIH Systems Group is a growing company in the evolving field of building commissioning, and we strive to make buildings work better. Specializing in the optimization of complex building systems, our team's diversified skill set provides value to our clients from the design stages of new construction all the way through operating existing buildings. Our consulting group provides a full array of commissioning services for both new and existing buildings, and our technical services group provides start-up services on complex HVAC equipment from a wide range of manufacturers. The MIH team consists of experienced industry-leading professionals, focused on logistical, energy and cost-effective solutions to our clients.
Summary:
The Project Coordinator is responsible for managing material‑driven projects and contract execution from initial request through project readiness. This role collects and verifies all required project information, ensures materials are ordered and received, builds the project plan, and prepares the job so the Service Coordinator can assign manpower efficiently. The Project Coordinator removes bottlenecks in scheduling by completing all administrative, material, and contract‑related steps before the job enters the manpower scheduling phase. This position significantly reduces dispatch workload and strengthens communication, accuracy, and operational flow.
Essential Duties & Responsibilities
Material Coordination
- Order, track, receive, and inspect materials from suppliers
- Document shortages, damage, defects, and manage returns
- Communicate lead times, discrepancies, and delivery status
- Stage materials to ensure project readiness
- Develop and document job plans, including access and constraints
- Confirm readiness prior to handoff to Service Coordination
- Communicate delays or issues impacting schedules
- Maintain customer communication throughout project prep
- Coordinate third-party contractors and internal teams
- Collaborate with account representatives as needed
- Review completed tickets for accuracy and completeness
- Identify quote needs or return visits
- Prepare and distribute closeout documentation
- Provide administrative support for parts, tickets, and returns
- Assist with workload redistribution as needed
- Proficiency in Microsoft Office (Excel, Outlook, Word, Teams)
- Strong organizational and time‑management skills
- Ability to collect, verify, and track project information accurately
- Good written and verbal communication skills
- Ability to follow structured processes and maintain consistency
- Strong attention to detail
- Comfortable coordinating materials, deliveries, and basic supplier communication
- Ability to handle multiple tasks with shifting priorities
- Customer‑service oriented; professional phone and email etiquette
- Ability to work effectively in a fast‑paced environment
- Reliable, consistent follow‑through and accountability
- Ability to safely lift and move materials weighing up to 50 pounds
- Experience in service coordination, dispatch support, or administrative operations in a service environment
- General familiarity with field service, maintenance, or construction environments
- Experience with inventory, materials receiving, or basic order management
- Comfortable learning software systems (CRM/ERP/project tracking tools)
- Basic understanding of job scheduling concepts
- Prior experience supporting technicians or field staff is helpful
MIH Systems Group provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.