Careers Service Project Coordinator

• Coordinate project schedules, labour requirements, site access, materials and replacement parts.
• Collaborate with the Dispatcher, Service Manager, and Field Foremen to allocate resources.
• Monitor project progress, identify potential delays, and communicate schedule changes.
• Meet with stakeholders to review details ensuring alignment on project plan.

Procurement & Logistics:

• Coordinate the purchasing and delivery of materials, and replacement parts.
• Arrange subcontractors, equipment rentals, cranes, and other project requirements.
• Track outstanding orders and ensure materials are available before scheduled work.

Financial Tracking

• Monitor project budgets, labour hours, material costs, and subcontractor expenses.
• Identify cost overruns and potential change orders for management review.
• Ensure project costs are accurately recorded and prepared for invoicing.
• Review project costing and generate report to share with Service Manager.

Customer Communication

• Act as the primary coordination contact for assigned service projects.
• Provide customers with project updates and coordinate scheduling requirements.
• Collaborate and assist with making pre-approved field level decisions with Technicians/Foreman.
• Escalate customer concerns and changes in project scope to the Service Manager.

Project Documentation & Closeout

• Maintain accurate project records within company management systems.
• Review and revise project plan if required, document any changes in scope
• Ensure service reports are completed.
• Coordinate project closeout and ensure timely submission for final invoicing.
• Fulfilling additional responsibilities as assigned.

• Experience in commercial HVAC, mechanical contracting, or building services preferred.
• Strong organizational, communication, and problem-solving skills.
• Understanding of project budgets, purchasing, cost tracking, and invoicing.
• Proficiency in Microsoft Office, Business Central, SharePoint, Adobe, and experience with ERP or field service management software. Experience with XOI Vision is an advantage.
• Ability to manage multiple projects and work collaboratively with office and field personnel.
• Strong organizational, communication, and time management skills, with the ability to manage multiple projects simultaneously, focusing on budget management, productivity, and meeting deadlines.
• Proven ability to prioritize tasks and perform effectively in a fast-paced, high-pressure environment.