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Construction Project Coordinator
The Arcticom Group
Supports PMs with contract, admin, billing, procurement for HVAC projects.
7d ago
Intermediate (4-7 years), Junior (1-3 years)
Full Time
Westbury, NY
Office Full-Time
Company Size
5,000 Employees
Service Specialisms
Design
New Construction
Preventative Maintenance
Repairs
System Retrofits
Commercial Refrigeration
Industrial Refrigeration
MEP Services
Sector Specialisms
Commercial Refrigeration
Industrial Refrigeration
Mechanical Services
HVACR
Energy Management
Sustainable Solutions
Role
What you would be doing
gp management
invoice processing
permit management
change orders
closeout docs
schedule coordination
- Research and resolve payment discrepancies, including overpayments or short pays.
- Arrange travel for project personnel when required.
- Administer subcontractor management, including issuing subcontracts, collecting compliance forms, reviewing pay applications, and maintaining documentation.
- Distribute job numbers weekly and generate job cost reports for Project Managers.
- Complete pre-qualification forms for clients.
- Manage certified payroll and prevailing wage documentation (as required).
- Monitor and manage aging invoices for construction, HVAC, and equipment; support collection efforts as needed.
- Manage permit applications and ensure proper follow-up.
- Review contract language for company best interest and submit to Project Manager for approval.
- Participate in project meetings and maintain accurate records.
- Prepare and submit project invoices, progress billings, and pay applications.
- Review, organize, and compile contracts and related documentation for client submission.
- Review and code vendor invoices for approval.
- Create and submit schedules of values (SOV) with each billing.
- Obtain and manage pre-liens/liens for projects as needed.
- Create new jobs in GP and SharePoint, establishing job files and transferring data from bid files.
- Assist with creating and tracking change orders in GP.
- Compile and submit complete closeout packages including as-built drawings, warranty forms, and refrigerant tracking/inventory documentation.
- Generate and track conditional/unconditional lien waivers and ensure accuracy based on payments received.
- Prepare site-specific safety manuals, MSDS binders, and required contract forms.
- Support team efforts and perform other related duties as assigned to ensure department efficiency.
- Obtain and verify insurance certificates for accuracy and compliance.
- Create and issue purchase orders for construction projects, including parts, equipment, and site needs (lifts, fencing, dumpsters, etc.).
- Print drawings and specifications as needed for field personnel.
- Order parts, materials, and office supplies as needed.
- Coordinate construction schedules and serve as liaison between Project Management, subcontractors, and other stakeholders regarding bids, progress, and delays.
- Enter estimates into GP, set up new customers and vendors, and update job estimates monthly based on WIP reports.
What you bring
microsoft office
high school
construction
project coordination
data entry
customer service
- Self-motivated, adaptable, and a collaborative team player.
- Excellent customer service and phone communication skills.
- Ability to manage multiple priorities and meet strict deadlines.
- High school diploma or GED required.
- Strong data entry accuracy and attention to detail.
- Minimum 1 year of project coordination experience in the commercial construction industry.
- Willingness to learn and grow with the company.
- Proficiency in Microsoft Office and general computer systems.
- Experience in construction or a related industry; HVAC/R experience preferred.
- Strong organizational, written, and verbal communication skills.
- Close jobs in GP upon completion of warranty period.
Information not given or found
Interview process
Information not given or found
Visa SponsorshipInformation not given or found
Security clearanceInformation not given or found
Company
Overview
- Founded with a vision to reshape industries, Arcticom Group has grown into a dynamic global force.
- With decades of experience, the company delivers bespoke, high-quality solutions across diverse sectors.
- Known for its expertise in industrial, energy, infrastructure, and marine sectors, Arcticom ensures cutting-edge results.
- The company takes pride in handling complex projects, ranging from large-scale infrastructures to specialized marine operations.
- Arcticom continues to innovate, setting industry benchmarks with its unmatched quality and tailored solutions.
- Having worked on landmark projects globally, Arcticom is trusted by government agencies, businesses, and organizations alike.
- Excellence in all ways, always.
- Dedicated to greatness – “Do your best and be your best.”
- The best get better – investing in state‑of‑the‑art skills training and leadership development while sharing best practices.
- Replace hazardous substances with low‑GWP solutions and sustainable alternatives.
- Adhere to the highest standards of refrigerant tracking and disposal services on‑site.
- Prevent the leakage of greenhouse gases.
- Include electric vehicles in our fleet.
- Design systems that incorporate CO₂ natural refrigerants, automated controls, energy management for energy efficiency.
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