What are the responsibilities and job description for the Project Coordinator position at Jennings Air and Mechanical?
Jennings Mechanical is seeking a driven and highly organized Project Coordinator to support our project management team. This role is critical to keeping projects running smoothly by providing direct support to the Director of Mechanical Projects and Project Managers across multiple concurrent jobs.
The Project Coordinator will serve as the operational backbone of our project delivery process—owning documentation, tracking key milestones, coordinating across departments, and helping ensure our field teams have what they need to execute at a high level. This is an ideal opportunity for someone who wants to grow within a fast-paced mechanical contracting environment and gain exposure to all aspects of project execution.
Key Responsibilities
Project Execution Support
Required:
The Project Coordinator will serve as the operational backbone of our project delivery process—owning documentation, tracking key milestones, coordinating across departments, and helping ensure our field teams have what they need to execute at a high level. This is an ideal opportunity for someone who wants to grow within a fast-paced mechanical contracting environment and gain exposure to all aspects of project execution.
Key Responsibilities
Project Execution Support
- Partner closely with the Director of Mechanical Projects and Project Managers to support active jobs from kickoff through closeout
- Assist in project setup, including job cost structure, documentation, and system entry
- Track schedules, deliverables, and key milestones across multiple projects
- Proactively identify gaps or risks and escalate as needed
- Own and manage project documentation, including RFIs, submittals, change orders, and closeout packages
- Maintain accurate logs and ensure timely follow-up on outstanding items
- Coordinate document flow between Jennings teams, general contractors, and vendors
- Ensure all documentation aligns with contract requirements and Jennings standards
- Support procurement efforts by coordinating material and equipment orders
- Track lead times, deliveries, and potential delays impacting project schedules
- Communicate with vendors and field teams to ensure materials arrive on time and as specified
- Assist with budget tracking, cost coding, and job cost updates
- Support billing processes, including invoice preparation and required documentation
- Help track change orders and ensure proper documentation and approval
- Act as a key point of contact between the office and field teams
- Support superintendents and foremen with project documentation and logistics
- Assist with scheduling inspections, permits, and coordination with other trades
- Facilitate communication across internal teams to keep projects aligned and on track
- Coordinate project meetings, capture notes, and track action items
- Help drive accountability by ensuring deadlines and commitments are met
Required:
- 2 years of experience in project coordination, construction administration, or similar role
- Strong organizational skills with the ability to manage multiple projects simultaneously
- Clear and professional communication skills
- Proficiency in Microsoft Office (especially Excel and Outlook)
- Experience in mechanical contracting (HVAC, plumbing, or piping)
- Familiarity with construction/project management software (Procore, Viewpoint, Sage, etc.)
- Understanding of construction workflows and documentation (RFIs, submittals, change orders)
- Exposure to job cost tracking or construction accounting processes
What We Offer:
Competitive pay based on experience
Health, dental, and vision insurance
401(k) or retirement