HVAC Equipment Project Coordinator

2 weeks ago

Nashville, Tennessee, United States Hobbs & Associates, Inc. Full time
Job Overview

Position Title: Equipment Project Coordinator

Location: Nashville, TN

Reporting To: Lead Project Manager

Employment Status: Full-Time


Hobbs & Associates is in search of a proactive and service-oriented professional who excels in a dynamic, relationship-focused setting. As an Equipment Project Coordinator, your primary responsibility will be to oversee submittals, equipment selection, pricing, and shipping timelines for each designated project. A successful candidate will possess the ability to acquire new skills and knowledge regarding Designed HVAC systems and associated HVAC Equipment within the framework of project management.

The ideal candidate will demonstrate attention to detail and a strong customer service orientation, complemented by exceptional organizational capabilities. This role necessitates a high level of verbal and written communication with the Sales Team, Clients, and Manufacturers to ensure the successful and timely completion of projects while upholding customer satisfaction. The ability to collaborate effectively in a fast-paced and high-volume environment is essential.


Key Responsibilities

This position encompasses the following duties:

  • Enhance project efficiency through product selection, specifications, planning, estimating, proposals, value engineering, and redesigns.
  • Oversee multiple projects concurrently.
  • Manage project budgets to achieve targeted performance metrics.
  • Align project timelines and deliverables with client milestones.
  • Engage with owners, architects, MEP Consultants, and General, Mechanical, Electrical, and Controls Contractors.
  • Foster and develop relationships with clients, contractors, project engineers, and manufacturers.
  • Address concerns, implement corrective measures, and communicate with clients and colleagues to maximize satisfaction.
  • Interpret and analyze building plans and specifications.
  • Prepare and submit documentation to consulting engineers.
  • Maintain comprehensive job files for each project throughout its lifecycle.
  • Organize project-related data for order processing.
  • Assist with the distribution and receipt of documentation.
  • Monitor shipping schedules and communicate updates to clients.
  • Effectively communicate project details with team members, clients, and manufacturers.
  • Generate equipment selections as needed during project execution.
  • Provide additional quotes as required during project execution.
  • Respond to and track requests for Information and Submittals.
  • Collaborate regularly with Parts, Service (for equipment start-up, functional testing, and commissioning), and Accounting (invoicing coordination); prepare reports as necessary.

Qualifications

  • Associate's or Bachelor's degree in Engineering or a related field, with 4+ years of account management and leadership experience; or equivalent experience.
  • Experience in Mechanical Contracting with a focus on HVAC Equipment, Engineering, or the Construction industry is preferred.
  • Demonstrated initiative and strong interpersonal communication skills with the ability to influence others.
  • Ability to prioritize, multitask, manage conflicts, and navigate ambiguity while handling high-volume projects.
  • Proficient in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.

Strategic and Operational Skills
A Project Coordinator must possess the capability to learn about Designed HVAC systems and related HVAC Equipment in the context of project management. This includes but is not limited to:

  • Understanding system components and their influence on a designed system.
  • Being open to discovering new and innovative solutions.
  • Managing uncertainty and making decisions without complete information.
  • Prioritizing tasks effectively to meet project goals in a timely manner.
  • Being receptive to process improvements to enhance workflow.
  • Managing personnel and situations when conflicts arise.

Personal and Interpersonal Skills

  • Ability to build and maintain relationships with clients through effective verbal and written communication.
  • Committed to addressing the needs of clients, manufacturers, and colleagues, with the patience to actively listen to all stakeholders.
  • Capable of resolving issues in a high-pressure environment alongside sales team members, clients, or manufacturers.
  • Exhibits integrity and trust through directness and honesty.
  • Aware of personal strengths and weaknesses, seeking feedback for continuous improvement.
  • Ability to convey knowledge clearly and logically.

Work Environment

This role will require working in an office setting alongside Project Engineers and Account Executives. Site visits for meetings, equipment deliveries, and other project-related activities will occur based on specific project needs.


Physical Requirements
While performing the duties of this position, the employee is regularly required to use hands for operating a computer keyboard and telephone, reach with hands and arms. The employee frequently stands, walks, and sits. Occasionally, the employee may need to climb, balance, stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 25 pounds. Specific vision abilities required for this role include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
NOTE: This job description is not exhaustive. Employees may perform other related duties as necessary to meet the ongoing needs of the organization.


Benefits:

  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Health insurance
  • Health savings account
  • Life insurance
  • Paid time off
  • Vision insurance
  • Employee Assistance Program
  • Pet Insurance
  • Short-term and Long-term Disability
  • Critical Illness/Accident Insurance
  • Paid Time Off
  • Employee Development Opportunities

Hobbs & Associates, Inc. is an Equal Opportunity Employer

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