Project Coordinator

Pay Range: $50,000 $70,000/year (based on experience and qualifications

Work Hours: Monday to Friday, 7:30 AM 4:00 PM. Some overtime may be required.

Reports To: Operations Manager and Estimator

Primary Job Function

The Project Coordinator acts as the central hub between our estimating, sales, and operations teams to ensure smooth execution of plumbing and HVAC installation projects. This role includes quoting, scheduling, customer communication, purchasing, invoicing, and administrative support. The Project Coordinator is responsible for maintaining job records, facilitating job profitability, and ensuring client satisfaction.
This position utilizes ServiceTitan to manage leads, track job progress, support project costing, and facilitate communication between departments.

Key Responsibilities

• Schedule, update, and coordinate leads and installation timelines
• Prepare quotations and customer-facing documentation based on estimator direction
• Purchase materials, permits, and equipment for installation jobs
• Act as liaison between estimators, technicians, and customers
• Input materials and labor for job costing and invoice preparation in ServiceTitan
• Generate and process accurate invoices with attention to job profitability and GP tracking
• Follow up on parts orders, inspections, warranty registrations, and Fortis rebates
• Maintain updated customer equipment records and warranty information
• Track accounts receivable related to job invoices and minimize outstanding balances
• Support the service department with parts sourcing, booking, and warranty claims
• Identify and implement process improvements to enhance project delivery and client satisfaction

Required Qualifications & Attributes

• Minimum 2 years experience in a customer service, project coordination, or admin support role
• Familiarity with plumbing, HVAC, or trades-based environments is an asset
• Strong organizational, time management, and multitasking abilities
• Experience with job management or accounting platforms (ServiceTitan, QuickBooks, etc.)
• Proficiency in Microsoft Office Suite (Excel, Outlook, Word)
• Understanding of basic accounting principles and AP/AR workflows
• Ability to read and interpret basic project documentation and estimates
• Strong interpersonal and communication skills
• Detail-oriented, proactive, and self-directed
• Demonstrated problem-solving and decision-making skills

Performance Indicators & KPIs

• Lead-to-installation conversion rate
• Timeliness and accuracy of invoicing (ServiceTitan entries, GP tracking)
• Open job report accuracy and backlog management
• Customer satisfaction based on follow-ups and complaint resolution time
• Fortis rebate program accuracy and claim turnaround
• Support to field staff measured by invoice prep quality and material accuracy
• Department gross profit and job cost consistency