Project Coordinator

1 week ago

Vancouver, Canada Hardy Mechanical Services Ltd. Full time

**Hardy Mechanical** is a trusted HVAC & Mechanical contractor specializing in the design, construction, maintenance, and repair of HVAC, refrigeration, mechanical, and control systems. We proudly serve a range of commercial clients, including **retail stores, restaurants, office spaces, and light industrial buildings.**

The **Project Coordinator** plays a key role in ensuring the smooth execution of HVAC projects by supporting Project Managers through effective communication, documentation, and coordination. This position requires strong organizational skills, attention to detail, and the ability to manage multiple moving parts across various projects.

**Responsibilities**:
**Project Coordination & Communication**
- Relay critical job information (orders, schedules, meeting minutes) to field staff
- Serve as a liaison between vendors, subcontractors, and internal teams
- Coordinate subcontractor schedules and manage communications

**Documentation & Systems Management**
- Maintain and organize project documentation in the HMS file system using proper nomenclature
- Set up and manage job information in ERP System (Business Central)
- Maintain accurate records of submittals, RFIs, change orders, and other contract-related documents
- Track project equipment and maintain up-to-date marked-up drawings of all changes

**Administrative Support & Execution**
- Issue requisitions for purchase orders and subcontract agreements
- Request and process shop drawings, quotes, and change orders
- Own the start-up sheet process and ensure all project documentation is complete
- Collect and assemble commissioning and close-out documentation
- Facilitate safety documentation and ensure compliance

**Proactive Ownership**
- Take ownership of proprietary customer software platforms (e.g., Procore)
- Ensure all necessary project data is entered in Business Central; follow up on missing information
- Be a self-starter and actively seek improvements in project coordination workflows
- Maintain strong professional relationships with clients, vendors, and team members

**Qualifications**:

- Minimum 2 years in a project coordination, administration, or support role (HVAC or construction industry preferred)
- Strong organizational and multitasking skills
- Excellent written and verbal communication
- Proficient in Microsoft Office; experience with Business Central & Procore is a strong asset
- Ability to quickly learn new software programs
- Detail-oriented and proactive in problem-solving
- Ability to work independently and as part of a cross-functional team

**Work Conditions**:

- This is currently a remote position with the possibility of in office hours in the future
- Monday to Friday regular office hours with occasional extended hours depending on project needs

**Compensation & Benefits**:

- Competitive salary based on experience
- Health and dental benefits
- Company matching RRSP plan
- Opportunities for training and professional growth
- Supportive team environment focused on long-term career development

**Job Types**: Full-time, Permanent

Pay: $65,000.00-$75,000.00 per year

**Benefits**:

- Company events
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- RRSP match
- Vision care

Work Location: Hybrid remote in Vancouver, BC V6J 1M4

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