Project Coordinator - Construction Division

POSITION SUMMARY

Mid-Ohio Air Conditioning (MOAC) is a design-build commercial and industrial HVAC contractor serving central Ohio. Our Construction Division self-performs mechanical projects ranging from $25,000 to $5 million for owners, general contractors, and institutional clients.

The Project Coordinator is the administrative backbone of the Construction Division. This role owns project setup, document control, purchase order processing, subcontractor compliance, and monthly progress billings for every active project. When this position runs well, Project Managers and Assistant Project Managers stay focused on building work and serving customers instead of chasing paperwork.

This is a role for a tenacious, persistent doer. Much of the work is following up — on a missing certificate of insurance, an unreturned submittal, an unapproved pay application, an invoice that does not match the purchase order. We need someone who closes those loops without being asked twice, and who takes visible pride in a set of project files that are complete, current, and findable by anyone.

Operational decisions — what to buy, how to schedule, how to price a change order — belong to the Assistant Project Manager and Project Manager. This role owns the execution and documentation of those decisions.

ESSENTIAL DUTIES & RESPONSIBILITIES

Project Setup & Document Control

• Set up new construction jobs in Oracle NetSuite, including contract values, budgets, cost codes, schedule of values, billing terms, and project records.

• Establish and maintain complete electronic project files — contracts, purchase orders, submittals, RFIs, change orders, correspondence, permits, and closeout documentation.

• Assemble, format, transmit, and log submittals, shop drawings, and O&M manuals after technical review by the APM or PM; follow up until responses are returned.

• Issue and log RFIs prepared by project management; track response due dates and escalate overdue items.

• Support permit application paperwork and inspection scheduling as directed.

Purchasing & Vendor Administration

• Request and compile vendor quotes for review; organize pricing comparisons for project management decision-making.

• Maintain vendor records, pricing files, and contact information.

Progress Billing & Financial Administration

• Prepare monthly progress billings for all Construction Division projects, including AIA-style G702/G703 applications for payment, schedule of values updates, and stored materials documentation.

• Obtain verified percent-complete and change order status from the Assistant Project Manager or Project Manager before preparing each billing.

• Assemble required billing backup — conditional and unconditional lien waivers, certified payroll, subcontractor pay applications, insurance certificates, and owner-specific forms.

• Submit billings through owner and general contractor portals (Textura, GC Pay, Procore, and similar) and confirm receipt and approval status.

• Track approved change orders through to billing so that no approved scope goes uninvoiced.

• Monitor accounts receivable aging by project; follow up on outstanding payments, unapproved pay applications, and retainage releases.

• Support job cost accuracy through cost coding corrections, committed cost tracking, and month-end close assistance for the Construction Division.

• Process subcontractor pay applications for review and approval, and coordinate payment release with Accounting.

Subcontractor & Compliance Administration

• Collect, verify, and maintain subcontractor compliance documentation: executed subcontracts, certificates of insurance, W-9s, licenses, and bonds.

• Confirm insurance certificates meet MOAC and project requirements and track renewal dates before expiration.

• Maintain lien waiver files by project and pay period for both MOAC and its subcontractors.

• Assemble certified payroll and prevailing wage documentation on applicable public projects.

Project Team & Office Support

• Provide administrative support to Project Managers and Assistant Project Managers across a portfolio of concurrent active projects.

• Schedule internal and external project meetings; prepare agendas, capture meeting minutes, and distribute action items with owners and due dates.

• Track deadlines and open action items across projects and escalate at-risk items before they become problems.

• Support field crews with paperwork requirements including daily reports, timesheets, safety documentation, and equipment sign-offs.

• Assemble project closeout packages — warranty letters, as-builts, O&M manuals, and owner training documentation.

• Assist with weekly and monthly Construction Division reporting produced from NetSuite data.

• Provide general office support as needed, including phone coverage, mail, and visitor reception, in a small-company environment where everyone pitches in.

• Maintain and improve standard operating procedures for project setup, purchasing, and billing workflows; support training of new team members on those processes.

• Organize, apply for, and renew company licenses with multiple municipalities

• Perform other duties as assigned in support of Construction Division goals.

ROLE BOUNDARY: PROJECT COORDINATOR AND APM

The Project Coordinator owns administrative execution and documentation. The Assistant Project Manager owns operational decisions and outcomes. Both support the Project Manager.

Submittals Assembles, transmits, logs, and chases response Reviews for technical conformance

Change Orders Logs, documents, and ensures it gets billed Identifies, prices, negotiates, secures approval

Billing Prepares and submits the pay application Verifies percent complete and billable scope

Schedule Distributes it and tracks deliverable deadlines Builds, drives, and adjusts it

Subcontractors Collects compliance documents and waivers Defines scope, manages performance

Closeout Assembles and delivers the closeout package Drives punch list, startup, and owner acceptance

PERFORMANCE SCORECARD

Performance in this role is measured against clear, objective standards reviewed quarterly.

Measure Target Frequency

Progress billings submitted on time 100% by division billing deadline Monthly

Billing accuracy (rejections / rework) Zero owner or GC rejections for documentation errors Monthly

New project setup in NetSuite Complete within 3 business days of contract execution Ongoing

Purchase orders issued after approval Within 1 business day Ongoing

Submittal and RFI log currency Updated weekly; no item aged past due without escalation Weekly

Subcontractor compliance documents on file 100% current before first payment; zero expired COIs Ongoing

PO-to-invoice reconciliation Discrepancies researched and resolved within 5 business days Ongoing

Approved change orders billed 100% billed in the next billing cycle Monthly

Project closeout package completion Within 30 days of substantial completion Per project

Project management team support Meets or exceeds expectations in quarterly review Quarterly

QUALIFICATIONS

Required

• High school diploma or equivalent; associate degree in business administration, accounting, construction management, or a related field preferred.

• Two or more years of project administration, construction billing, purchasing support, or contract administration experience — preferably with a mechanical, electrical, plumbing, or specialty trade contractor.

• Working knowledge of construction billing practices, including progress billings, schedules of values, retainage, change orders, and lien waivers.

• Strong proficiency in Microsoft Excel, including pivot tables, lookup and text functions, and formula-driven trackers.

• Proficiency with Microsoft Word, Outlook, Teams, and general office technology.

• Demonstrated ability to manage many concurrent priorities and consistently meet recurring deadlines.

• Excellent written and verbal communication skills, with the confidence to follow up persistently with vendors, subcontractors, general contractors, and internal staff.

• High attention to detail and accuracy in documentation, data entry, and financial records.

• Ability to pass pre-employment background screening and drug testing.

Preferred / Plus

• Oracle NetSuite experience — particularly project, purchasing, or project billing modules. NetSuite experience is a significant plus.

• Experience preparing AIA G702/G703 applications for payment.

• Experience with GC billing portals such as Textura or GC Pay.

• Familiarity with commercial HVAC systems, equipment, ductwork, piping, and mechanical construction terminology.

• Experience with construction platforms such as Procore, Autodesk Build, or Bluebeam.

• Exposure to Ohio prevailing wage and certified payroll requirements.

• Experience supporting multiple project managers simultaneously in a small to mid-size contractor environment.

CORE COMPETENCIES & ATTRIBUTES

• Tenacity and follow-through. This person does not wait to be told twice. They see an open item and they close it.

• Initiative. Comfortable picking up the phone to get an answer today rather than emailing and waiting until next week.

• Accuracy under pressure. Numbers, dates, and documents must be right the first time; billing errors cost cash flow and credibility.

• Organization. Files, logs, and records are current and findable by anyone, at any time.

• Communication. Direct, clear, and professional with owners, general contractors, vendors, field crews, and leadership alike.

• Service orientation. Understands that this role exists to make Project Managers, Assistant Project Managers, and field crews more effective.

• Confidentiality and integrity. Handles contract values, cost data, and compensation-related documents with discretion.

WORK ENVIRONMENT & PHYSICAL REQUIREMENTS

• Office environment at MOAC’s Columbus facility; occasional jobsite visits requiring appropriate personal protective equipment.

• Extended periods of sitting and computer work; frequent use of phone, keyboard, and multiple monitors.

• Must be able to occasionally lift and move up to 25 pounds.

• Standard business hours. Additional hours may be required during monthly billing cycles and peak project periods; overtime is paid at the applicable rate and must be approved in advance.

COMPENSATION & BENEFITS

Hourly Rate $32.00 – $35.00 per hour, commensurate with experience

Annualized Equivalent Approximately $66,560 – $72,800 at 2,080 hours, exclusive of overtime

Overtime Non-exempt position; overtime paid at one and one-half times the regular rate for hours worked over 40 in a workweek

Benefits Medical, dental, and vision insurance; 401(k) with company match; paid time off and holidays; company-paid life and disability coverage; professional development support