Chiller Service Project Coordinator

Job Overview:

The Chiller Service Project Coordinator is responsible for managing and coordinating all aspects of chiller service and maintenance projects within the office environment . This role ensures efficient execution of service contracts, project timelines, and smooth communication between internal teams, clients, and suppliers. The coordinator plays a key role by optimizing operational efficiency, resource allocation, and maintaining high service standards.

Key Responsibilities:

Project Coordination:

• Oversee and manage the full lifecycle of chiller service projects, from initiation to completion.
• Develop and maintain project schedules, ensuring timely and efficient project delivery.
• Coordinate with service technicians, vendors, and suppliers to ensure project requirements are met.
• Provide regular updates on project progress, including any challenges or delays.

Project Administration:

• Maintain accurate and up-to-date project records, logs, and schedules.
• Support project teams with administrative tasks such as data entry, filing, and reporting.
• Assist with job costing, invoicing, and budget tracking when required.
• Help coordinate project meetings and document meeting minutes.

Client & Team Communication:

• Keep team members informed of updates, changes in scope, and project milestones.
• Maintain project calendars, track deadlines, and ensure task owners are aware of upcoming deliverables.
• Communicate effectively with technicians, ensuring they are equipped and informed to complete service tasks.
• Handle client inquiries, concerns, and feedback promptly and professionally.

Documentation & Reporting:

• Organize and maintain project files, shared drives, and collaboration tools.
• Maintain accurate project records, including service reports, progress documentation, and safety compliance.
• Track project budgets, ensuring costs are within the agreed limits and helping to optimize resources.

Resource Management:

• Assist in the allocation of resources such as tools, equipment, and personnel for various projects.
• Ensure all required materials and equipment are available on-site when needed.
• Track inventory levels and order necessary supplies or replacement parts.

Warranty Management:

• Prepare and submit warranty documentation to clients and manufacturers as required by project timelines.
• Track warranty periods and ensure all relevant documentation is filed and accessible.
• Act as liaison between clients, field teams, and manufacturers for warranty claims.
• Monitor status of open claims and follow up to ensure timely resolution.
• Place orders for parts, materials, and equipment based on project or service needs.
• Track delivery timelines and maintain accurate records of order statuses.

Safety & Compliance:

• Ensure all chiller service projects comply with safety standards and regulations.
• Maintain awareness of industry best practices and regulatory changes related to chiller service and installation.

Continuous Improvement:

• Identify opportunities for process improvements to increase efficiency, reduce costs, and enhance service quality.

Qualifications:

Education:

• High School Graduate
• Experience in an HVAC related industry is a plus
• Familiarity with construction industry processes is a plus

Experience:

• Experience in project coordination or project management, preferably in the HVAC or chiller service industry.
• Familiarity with chiller systems, service protocols, and maintenance procedures is a plus.

Skills:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in project management software and Microsoft Office Suite (Word, Excel, PowerPoint).
• Ability to manage and prioritize multiple projects simultaneously.
• Problem-solving skills and a proactive approach to challenges.
• Basic understanding of safety regulations and compliance standards related to HVAC and chiller systems.

Additional Requirements:

• Ability to work in a fast-paced and dynamic environment.
• A valid driver’s license and ability to travel to various job sites as needed.
• Certification in project management (e.g., PMP) or HVAC systems is a plus but not required.

Work Environment:

• Office-based with occasional visits to client sites or project locations.
• Flexible hours may be required based on project demands.