Position Overview

The Project Coordinator/Sr. Project Coordinator provides critical support to the Preconstruction Manager throughout the early stages of commercial HVAC projects. This role helps generate key documentation, track preconstruction schedules, assist with estimating efforts, and contribute to workflow efficiencies across the business.

You’ll be exposed to a wide range of project types and departments, helping you grow your technical and project management skills while contributing directly to Santiam’s success in commercial HVAC, architectural sheet metal, and residential HVAC install projects.

Title and compensation dependent on experience.

Key Responsibilities

Project Documentation & Closeout

• Develop and maintain submittal packages, O&M manuals, warranty documents, and turnover binders
• Organize and track all required documents to ensure timely and complete project closeouts
• Coordinate with vendors and internal stakeholders to gather and format content

Preconstruction Scheduling & Tracking

• Maintain project timelines in Santiam’s project management software, tracking key milestones (e.g., submittals due, equipment delivery, mobilization, etc.)
• Provide visibility to upcoming tasks and potential delays to the Preconstruction Manager
• Assist in coordinating internal handoffs and readiness-to-execute milestones

Estimating & Preconstruction Support

• Assist with mechanical take-offs, supplier quote requests, and vendor coordination
• Perform plan reviews and site visits as needed to gather information to support bids
• Help organize bid documents, proposals, and internal estimating templates

Cross-Departmental Documentation Support

• Assist the architectural sheet metal and residential HVAC install teams with closeout documentation, as needed and time allows
• Includes rebate tracking, warranty registrations, and job documentation coordination
• Help standardize documentation workflows across departments

Qualifications

• 0 - 4+ years of experience in HVAC, construction, or project coordination
  • 0 - 2 years: Project Coordinator
  • 2 - 4+ years: Senior Project Coordinator
• Proficiency with Microsoft Excel, Word, and cloud-based documentation tools
• Experience with project management software such as Smartsheet, Procore, MS Project, or similar is preferred
• Ability to read and interpret construction plans and specifications is preferred
• Highly organized, with strong attention to detail and follow-through
• Self-starter with the ability to manage shifting priorities and meet deadlines
• Strong communication and collaboration skills across internal teams, vendors, and field personnel
• Demonstrated ability to take ownership of tasks and work independently, with appropriate oversight based on experience level

Compensation & Benefits

• Base pay: $18-$28/hr. depending on experience
• Medical, dental, and vision insurance (100% for employee, 50% for dependents)
• 401(k) with 4% company match
• Paid holidays and vacation time
• Company-sponsored training and professional development