Project Coordinator - Mechanical Systems & HVAC - Calgary

Our client is an established and respected supplier of engineered mechanical systems and equipment supporting commercial, institutional, and industrial construction projects throughout Alberta. With a strong reputation for technical expertise, quality products, and customer service, the organization works closely with mechanical contractors, engineering firms, and leading manufacturers to deliver solutions for a wide range of building applications.
We are seeking a highly organized and customer-focused Project Coordinator to support the successful execution of mechanical equipment and construction-related projects.
This position plays a critical role in managing projects from receiving a customer purchase order through equipment procurement, scheduling, delivery, and final documentation. Working closely with sales, operations, logistics, accounting, customers, and manufacturing partners, the successful candidate will ensure projects progress efficiently, commitments are met, and customers remain informed throughout the process.
This is an excellent opportunity for someone with strong administrative, coordination, and customer service skills who enjoys managing multiple priorities in a technical, project-driven environment.
Responsibilities
Project Coordination & Order Management

• Coordinate customer projects from purchase order acceptance through equipment delivery and project closeout.
• Review incoming purchase orders to verify accuracy, scope, pricing, and delivery requirements.
• Liaise with internal sales and accounting teams to address commercial terms, credit approvals, and order-related discrepancies.
• Maintain accurate project records, schedules, correspondence, and supporting documentation.
• Monitor multiple active projects, ensuring deadlines, commitments, and customer expectations are effectively managed.

Procurement & Supplier Coordination

• Prepare and issue purchase orders to equipment manufacturers and suppliers.
• Communicate with vendors to confirm order acceptance, production schedules, lead times, and anticipated shipping dates.
• Coordinate staged equipment releases and deliveries in accordance with construction schedules and customer requirements.
• Proactively identify potential supply chain disruptions and communicate appropriate solutions.
• Maintain ongoing communication with suppliers to ensure procurement activities remain aligned with project milestones.

Customer Communication & Delivery Coordination

• Serve as a primary point of contact for customers regarding order status, delivery schedules, and project documentation.
• Coordinate with mechanical contractors to establish equipment requirements, delivery priorities, and site readiness.
• Work closely with logistics teams and suppliers to arrange timely, cost-effective transportation.
• Coordinate expedited shipments when project schedules or unforeseen circumstances require adjustments.
• Assist in resolving delivery discrepancies, damaged equipment, missing shipments, and other logistical challenges.
• Provide proactive updates regarding schedule changes, potential delays, and outstanding project requirements.

Documentation & Administrative Support

• Coordinate the collection, tracking, and distribution of technical submittals and approval documentation.
• Ensure required approvals are received and properly documented before equipment is released for production or shipment.
• Compile equipment operating manuals, maintenance documentation, and project closeout packages.
• Maintain organized electronic project files, customer records, and procurement documentation.
• Support continuous improvements in project tracking, communication, and administrative processes.

Qualifications & Experience

• Previous experience in project coordination, project administration, order management, procurement, or sales support.
• Experience within commercial construction, HVAC, mechanical equipment, building products, or industrial distribution is preferred.
• Familiarity with mechanical contractors, construction project timelines, and equipment procurement processes would be an asset.
• Basic technical understanding of mechanical equipment, HVAC systems, or building services is beneficial.
• Strong computer proficiency, including Microsoft Office, Excel, Outlook, CRM systems, and electronic document management.
• Experience working with purchase orders, vendor coordination, delivery scheduling, and project documentation.
• Post-secondary education in business administration, project coordination, construction administration, or a related discipline is an asset. Equivalent practical experience will be considered.

Key Competencies

• Organization & Attention to Detail: Ability to manage multiple projects, maintain accurate documentation, and track competing deadlines.
• Communication: Strong written and verbal communication skills, with a proactive approach to keeping customers and internal stakeholders informed.
• Customer Service: A professional, solutions-oriented mindset with a commitment to building positive customer relationships.
• Problem Solving: Ability to anticipate challenges, resolve order and delivery discrepancies, and coordinate practical solutions.
• Time Management: Strong prioritization skills and the ability to remain effective in a deadline-driven environment.
• Collaboration: Comfortable working across sales, accounting, logistics, suppliers, and customer organizations.
• Accountability: Takes ownership of assigned projects and follows through on commitments with minimal supervision.

Why Consider This Opportunity?

• Join an established organization serving Alberta's commercial and institutional construction markets.
• Work with a knowledgeable team representing a diverse range of engineered mechanical equipment and building systems.
• Gain exposure to project execution, procurement, logistics, and customer relationship management.
• Enjoy a collaborative environment that values organization, initiative, and customer service.
• Develop valuable industry expertise with opportunities for long-term professional growth.

If you are an organized, detail-oriented professional who enjoys coordinating projects, solving problems, and supporting customers in a technical environment, we welcome your interest.