Project Coordinator - Air Equipment Company

Reports to: Executive VP of Sales

FLSA Status: Exempt 

The Company

Air Equipment Company is the largest independent HVAC Equipment and Solutions provider in Kentucky. Our company has grown to three offices and over 40 employees throughout Kentucky, with headquarters in Louisville.  We represent over 50 manufacturers, offering innovative systems with a flexibility of equipment and solutions to best match each application. We work with industry professionals and end users from the conceptual stage of projects to provide energy efficient, value‐added solutions to their complex problems.

Air Equipment Company will redefine industry standards to become the unequivocal leader in all markets we serve, to achieve an unparalleled market share.  We will get there through our unwavering commitment to innovation, education, customer satisfaction, and operational excellence.  We are not merely seeking success; we are on a relentless pursuit to set new benchmarks, disrupt the status quo, and consistently exceed expectations. Our dedicated team of passionate professionals is the driving force behind our journey to claim the top spot, fueled by a shared vision of becoming the go-to provider in our business.

The Opprotunity

The primary objective of this position is to provide project management with the daily administrative and project coordination tasks associated with Air Equipment Company under the direction of the Executive Vice President of Sales. The Project Coordinator (PC) will be responsible for collecting and maintaining accurate information as needed to execute a project, beginning when the sales team receives a notice to proceed. The PC will work closely with the sales and application engineer personnel to ensure information is accurate, projects are executed smoothly, and the customer’s expectations are exceeded.

Assist in developing improvements and perform duties with a consistent approach in areas such as:
• Post-Sale/Pre order:
o Tracking submittal status
o Job Progress tracking
          ▪ Key Dates
          ▪ Order acknowledgement
          ▪ Updating Critical Customer information
• Post Order/ Pre-Delivery
o Expected ship dates reviewed and communicated to the customer
o Any contractor specific delivery details coordinated with manufacturers as needed
o Backlog status and startup forecast
• Post Delivery/ Prestart
o Distribute pre-startup checklist to installing contractor
o Request pre-startup field inspections when necessary
o Coordinating startup dates with customer
• Active startup
• Project Closeout
o Closeout documentation collected, reviewed, logged, and distributed to key project stake holders.
         ▪ Issue warranty letters (coordinated with service)
         ▪ IOM distribution
         ▪ Manage lien release process
• Responsible for updating weekly scorecard measurable items
• Can expect to attend regular meetings with Operations manager

Education, Experience and Qualifications:
• Experience in office and/or project management is a plus.
• Education and experience with the construction and engineering industry is a plus.

Knowledge/Skill Set:
• Effective interpersonal and customer service skills
• Must have the ability to switch quickly between tasks based on priority and timeline
• Works well within a team dynamic to ensure timely execution of tasks

*This job description shall remain fluid and will be reviewed on an as needed basis.