Project Coordinator/Assistant Project Manager (MEP / HVAC Focus) 2 of 2) - 58254804902 - 18706

About the position

We are hiring a Project Management Coordinator to support the execution of construction projects, with a focus on MEP and HVAC-related workstreams . This is not a senior project manager role. Instead, this position focuses on coordination, documentation, bid support, and vendor communication , working closely with internal project managers. The ideal candidate has a background in construction and understands how to read project documentation, support bid processes, and coordinate across vendors and subcontractors.

Responsibilities
• Organize and maintain project documentation across internal filing systems and shared drives
• Ensure all project records are accurate, complete, and easily accessible
• Assist in tracking project progress and maintaining internal databases
• Assist in preparing bids and project proposals
• Compile required documentation and ensure bid packages are complete
• Submit bids and budgets in alignment with strict deadlines
• Communicate with vendors and subcontractors to gather pricing and project details
• Follow up to ensure timely responses and complete submissions
• Support sourcing of cost-effective solutions aligned with project requirements
• Review vendor pricing to ensure alignment with project scope
• Flag discrepancies, missing scope elements, or inconsistencies
• Support the team in ensuring bids are accurate and complete before submission
• Maintain an up-to-date database of prospective and active projects
• Track bid status, timelines, and key milestones
• Provide support across project management and office functions as needed
• Assist with ad hoc coordination tasks to support project delivery

Requirements
• Background in construction, with exposure to MEP or HVAC projects
• Experience in project coordination, estimating support, or bid administration
• Ability to read and interpret basic construction documents or project scopes
• Strong organizational skills with attention to detail in documentation and pricing
• Experience working with spreadsheets and internal tracking systems
• Comfortable communicating with vendors and subcontractors
• Highly organized and process-driven
• Strong follow-through and accountability
• Clear and professional communication skills
• Ability to manage multiple deadlines in parallel
• Proactive in identifying gaps or issues

Nice-to-haves
• Direct experience supporting mechanical or HVAC contractors
• Exposure to bid preparation, RFQs, or subcontractor coordination
• Familiarity with construction workflows and project lifecycles