The Project Coordinator will engage in a variety of activities and initiatives as the company evolves and grows. Your primary responsibility will be to support the accurately process and generate invoices for our installation customers. You will play a crucial role in supporting the installation department, maintaining accurate records, and resolving any billing discrepancies. The ideal candidate will have excellent numerical skills, strong attention to detail, and the ability to work in a fast-paced environment.

Job Description

• Set up installation jobs
• Complete job file creation and budget adjustments in Great Plains.
• Generate and process accurate installation invoices for customers based on provided data and billing information in a timely manner.
• Obtain insurance certificates for General Contractors.
• Maintain up-to-date records of invoices and customer information in the billing system.
• Verify the accuracy of billing data and resolve any discrepancies or errors before issuing progress draws.
• Schedule technicians for installation projects in Great Plains.
• Stay updated on billing policies, procedures, and regulations to ensure compliance with company and industry standards.
• Collaborate with internal teams, such as Dispatch and Accounts Payable, to gather necessary information for billing purposes.
• Approving supplier invoices for installation projects.
• Assist managers with time sheets.
• Order parts and equipment for installation projects.
• Respond to customer inquiries regarding billing issues, discrepancies, or payment options in a professional and timely manner.
• Deficiency reports for Planned Maintenances
• Complete permits and business license applications.

N.B. You may be assigned additional and/or different duties to meet the Company's business requirements.

Other Functions

• General Service administrative support for service management as required.
• Perform other related duties, as assigned by management, for the purpose of ensuring the efficient and effective functioning of the business.
• Trained to be available for dispatch back up as needed in the business.
• Fleet and Safety duties as assigned by managers.

Job Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. 

The requirements listed below are representative of the knowledge, skill and/or ability required.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. 

• Highly organized, with an ability to manage multiple tasks, set priorities, and meet deadlines. 

• Strong problem-solving skills with excellent attention to detail.  

• Proficiency in office software and tools. 

• Self-motivated and working well with others.  

• Ability to handle high-pressure situations and prioritize tasks effectively. 

• Effective communication skills working with customers and colleagues at all levels of the business. 

• Capable of working with cross-functional teams to meet deadlines and goals. 

• Flexibility and desire to take on additional responsibilities. 

• Willing to learn and grow with the company. 

• High school diploma or general education degree.  

• HVAC/R industry knowledge but not required. 

Physical Demands and Working Environment

Work is performed in a standard office environment.  Approximately 90% of duties performed are in a seated position. The employee must reach with hands and arms and talk and hear.  Specific vision abilities required by this job include close vision, distance vision, color vision, and ability to adjust focus. 

Working Conditions

Extended work hours may be necessary during periods of addressing challenges or resolving issues.