Project Coordinator

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Project Coordinator – HVAC Turnkey & Contracting

Position Summary The Project Coordinator supports the successful delivery of HVAC turnkey and contracting projects by coordinating project, scheduling, procurement, financial administration, documentation control, compliance activities, and project closeout. This role works closely with Project Managers, field operations, subcontractors, vendors, customers, and internal departments to ensure projects are executed efficiently, accurately, and in accordance with company standards.

The Project Coordinator serves as a central communication hub across all project stakeholders, ensuring project information is organized, schedules are maintained, financial processes are completed, and project documentation is properly managed throughout the project lifecycle.

Location: Punta Gordo, FL. This is an an in office role.

Key Responsibilities

Project Setup & Job Initialization

• Create and establish new project records.

• Upload, organize, and maintain project documentation in company systems.

• Issue subcontractor agreements and purchase orders.

• Coordinate permit applications, Notices of Commencement (NOC), and project startup requirements.

• Support project execution planning and readiness activities.

Project Coordination & Communication

• Coordinate communication between Project Managers, customers, subcontractors, vendors, service teams, and internal departments.

• Schedule progress meetings, inspections, and project milestones.

• Attend and document weekly project progress meetings.

• Communicate punch list requirements and track completion activities.

• Provide regular project status updates and ensure timely follow-up on action items.

• Facilitate collaboration among stakeholders to proactively resolve project issues and support successful project delivery.

Scheduling & Execution Support

• Coordinate mechanical inspections and project-related scheduling activities.

• Track project milestones and critical deadlines.

• Assist in staging projects for field execution and resource readiness.

• Monitor project activities to ensure alignment with schedules and customer expectations.

Procurement & Logistics

• Coordinate procurement of HVAC equipment and project materials.

• Monitor equipment and material delivery status and communicate updates to project teams.

• Track supplier commitments and support project logistics planning.

• Ensure orders are processed accurately and delivered according to project requirements.

Financial Administration

• Process vendor invoices and maintain accurate project cost records.

• Enter and update project expenses and service vouchers within systems.

• Administer customer and vendor change orders.

• Prepare progress billings, advanced billings, and AIA billing documentation.

• Verify vendor payments and collect lien waivers from subcontractors and suppliers.

• Prepare and distribute customer invoices and supporting documentation.

• Manage billing and forecasting activities.

• Support accounts payable and accounts receivable processes.

• Monitor project revenue, forecasting, and financial performance.

Documentation & Compliance Management

• Maintain complete and accurate project records throughout the project lifecycle.

• Upload serial numbers, startup documents, commissioning records, warranties, and closeout documentation.

• Prepare audit packages and compliance documentation.

• Register equipment and maintain warranty records.

• Create and manage warranty start and end dates within systems.

• Maintain vendor records, Certificates of Insurance (COIs), and new vendor setup documentation.

• Ensure compliance with company policies, customer requirements, and contractual obligations.

Davis-Bacon & Certified Payroll Administration

• Coordinate customer communications regarding Davis-Bacon requirements.

• Collect and maintain certified payroll documentation.

• Prepare, review, and submit certified payroll reports and supporting documentation.

• Ensure compliance with federal, state, and customer-certified payroll requirements.

Reporting & Project Performance Monitoring

• Generate and distribute weekly progress reports.

• Maintain service status workbooks and project tracking reports.

• Monitor job costs, margins, revenue forecasts, and trailing costs throughout project execution.

• Support project forecasting and operational decision-making with accurate reporting.

Project Closeout & Service Turnover

• Reconcile and audit project costs prior to project closure.

• Prepare customer closeout packages.

• Coordinate project turnover to service teams, including warranty documentation, submittals, as-built drawings, certified drawings, and service alerts.

Benefits: Daikin Applied offers the following benefits for this position, subject to applicable eligibility requirements:

• Multiple medical insurance plan options + dental and vision insurance.

• 401K retirement plan with employer contributions matching 100% of the first 3% of employee contributions and 50% on the next 2% of employee contributions.

• Company provided life insurance + optional employee paid voluntary life insurance, dependent life coverage and voluntary accident coverage.

• Short term and long-term disability.

• 88 hours company paid holidays.

• 120 hours of paid time off for new employees. Vacation accrues on a monthly basis, unless applicable federal, state and local law requires a faster accrual.

• Paid sick time in accordance with the federal, state and local law.

• Paid parental leave and tuition reimbursement after 6 months of continuous service.

The typical hourly pay rate for this position ranges from $23.65 - $37.68. The range displayed represents a pay range for all positions in the job grades which this position falls for Florida. Individual base pay will depend on a wide range of factors including your skills, qualifications, experience, and location.

If you're looking for an engaging career with growth opportunities in a supportive environment, you'll love a career at Daikin Applied!