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Mechanical Project Administrator

2 months ago

Irvine, California, United States Ocean Park Mechanical Full time
Job Overview

Position Title: Project Coordinator/Service Administrator

Ocean Park Mechanical (OPM) stands as a leading design-build mechanical contractor across the Western regions of the USA and Canada. Our operations span multiple states and provinces, focusing on delivering value-added engineering and design-build solutions. Our mission is to create the most efficient systems while ensuring the best value for our clients.

Our diverse portfolio includes low-rise and high-rise residential buildings, hotels, office spaces, as well as industrial and commercial projects. We pride ourselves on our commitment to providing exceptional service to our clients. By managing most mechanical requirements internally—including engineering, 3D design, sheet metal work, HVAC, refrigeration, and controls—we serve as a comprehensive resource for any project.

Role Purpose:
The Project Coordinator will assist the Project Manager in overseeing project management, serving as a vital link between the Project Manager and various technical teams involved. Additionally, this role will support service personnel in coordinating service requests and managing essential documentation such as quotes, work orders, purchase orders, and timecards.

What We Provide:

  • Competitive salary range of $65,000 to $80,000 USD annually, based on experience
  • Comprehensive company-paid benefits including Medical, Dental, Vision, Life, AD&D, STD, and LTD
  • Optional insurance coverage for Accident, Critical Illness, and Hospitalization
  • Supplemental Life Insurance Plan
  • 401(k) plan with company matching up to 4%
  • Paid time off for vacation, sick leave, and holidays
  • A positive and engaging company culture

Key Responsibilities:

  • Oversee one or more projects or teams, including complex projects
  • Receive and manage service requests
  • Prepare quotes based on technician reports
  • Create work orders and purchase orders, securing necessary equipment upon job approval, and track materials until they are ready for collection
  • Establish project guidelines defining goals, objectives, risks, assumptions, staffing levels, roles, responsibilities, work breakdown structure, milestones, and deliverables
  • Update and order monthly filters, and manage filter invoices
  • Coordinate subcontractors and deliveries
  • Reconcile invoices
  • Follow up on unapproved quotes
  • Track correspondence with suppliers and clients
  • Create new service contract proposals and manage invoicing
  • Collaborate with suppliers to ensure quality and cost efficiency
  • Monitor all contractor change orders and modifications driven by the owner
  • Track labor hours, job progress, and associated costs
  • Distribute project documents as needed (RFI's, procurement, change logs, submittal schedules, POs, etc.)
  • Ensure applications are submitted for necessary permits
  • Evaluate manpower efficiency and make adjustments as needed
  • Manage completion requests for occupancy and create owner manuals
  • Act as a liaison between general contractors and subcontractors
  • Resolve conflicts among OPM employees, general contractors, and subcontractors
  • Ensure client satisfaction throughout the project lifecycle

Qualifications:

  • 3-5 years of experience in the Plumbing/HVAC sector, with a focus on Coordination
  • Jobsite experience is advantageous
  • Ability to interpret blueprints, specifications, and inspection reports
  • In-depth knowledge of construction methods and an understanding of municipal regulations and permit processes
  • Strong attention to detail and problem-solving capabilities
  • Excellent communication and teamwork skills
  • Proficient negotiator with the ability to manage change orders effectively
  • Capability to ensure the accurate completion of project scopes
  • Consistently meets sensitive deadlines
  • Able to manage multiple projects and tasks simultaneously
  • Solid understanding of Building Codes and Safety Regulations
  • Proficient in MS Office Suite, including MS Excel and MS Project
  • Familiarity with Viewpoint Spectrum ERP is a plus
  • Knowledge of Bluebeam is an asset

Skills & Attributes:

  • Self-motivated with the ability to lead and inspire team members
  • Decisive with a strong ethical foundation
  • Effective verbal and written communication skills
  • Strong interpersonal skills and professionalism
  • Quick-thinking problem solver, especially under pressure
  • Service-oriented approach in interactions with both technical and non-technical stakeholders
  • High attention to detail and organizational skills to manage multiple tasks
  • Reliable, dependable, and professional demeanor
  • A career-minded individual seeking opportunities for growth

We appreciate all applicants for their interest; however, only those selected for an interview will be contacted.