Equipment Project Coordinator - Sales

Pacific Coast Trane is the San Francisco district office representing the Trane Company that manufactures, manages and services HVAC equipment systems and controls.

We are currently seeking an Equipment Project Coordinator to join our Sales team in Sunnyvale, CA.

SUMMARY: The Equipment Project Coordinator supports the successful execution of projects from initiation through closeout in the Sales Department. This role is responsible for coordinating administrative, scheduling, procurement, and financial activities to help ensure projects are completed on time, within scope, and on budget. Working closely with project managers, vendors, and internal teams, the Coordinator plays a key role in maintaining project documentation, tracking progress, and facilitating communication across all stakeholders.

EXPECTATIONS:

The Equipment Project Coordinator plays a critical role in supporting the execution of equipment-related projects from order entry through delivery, installation, and closeout. This role requires a detail-oriented, organized individual who can manage administrative tasks, track project progress, support cross-functional collaboration, and help ensure customer satisfaction. Success in this position depends on the ability to juggle multiple responsibilities, adapt to shifting priorities, and communicate effectively with internal teams, vendors, and clients.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Generates ship status reports to provide detail of product lead times and overall project status.
• Assists with construction schedule review and updates to meet customer requirements.
• Responsible for maintaining the accuracy of the forecasted cost at completion.
• Responsible for entering equipment orders & issuing purchase orders for vendor orders. Generates work orders for equipment start-ups. Recording the receipt of materials & approving payments.
• Assist with project cash-flow management: progress billing, collections support & monitoring, & resource management.
• Help maintain customer satisfaction by investigating concerns, implementing corrective action, and communicating with customers, vendors and internal staff.
• Assist with the successful transition from delivery to startup, commissioning and warranty to the service process.
• Coordinate meetings, maintain project documentation, and manage general administrative tasks such as expense reports, travel arrangements, and claims processing.

SKILLS & QUALIFICATIONS:

• Bachelor’s degree in Business, Finance, Construction Management, or a related field preferred.
• Working knowledge of all facets of construction including mechanical, electrical, plumbing systems and knowledge of the operation of HVAC systems, electrical systems and temperature controls a plus. Experience at Trane or with Trane equipment is preferred.
• Ability to read and interpret blueprints, construction drawings, and technical specifications preferred.
• Proficient experience with computer programs such as Excel, Word, Outlook, Cloud content sharing, Database program familiarity, video conferencing and communication skills via phone/email/in-person.
• Strong communication skills—both written and verbal—with the ability to interact effectively with internal teams, vendors, and clients.
• General understanding of financial and business processes such as budgeting, procurement, and cost tracking is a plus.
• Excellent organizational skills, time management, and attention to detail.

We offer competitive compensation, which includes a base salary of $80K - $95K (not including bonus), subject to experience and location. This is a hybrid position for the right candidate. We are committed to equal opportunity in employment. We consider all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, marital status, disability, veteran status, pregnancy, or any other legally protected status.