Project Coordinator

Job Summary:

The Project Coordinator plays a critical role in supporting the growth of the sales team by ensuring the successful execution of projects and maintaining efficient internal processes. This position is responsible for coordinating all aspects of project delivery, including collaboration with vendors and customers, financial oversight, and ongoing customer support. Managing the full project lifecycle—from order processing through closeout—the Project Coordinator ensures timelines, communication, and documentation are consistently maintained to drive operational efficiency and deliver a high-quality customer experience.

Duties and Responsibilities:

Support Sales Engineers with project execution, including order processing and coordination with vendors and customers

Manage multiple projects simultaneously, tracking equipment, deliveries, and key milestones to ensure timely completion

Process customer purchase orders and generate corresponding vendor orders with accuracy and efficiency

Maintain accurate, organized, and up-to-date project documentation in SharePoint and internal systems

Monitor project progress and financial performance, proactively adjusting to ensure delivery on time and within budget while maintaining high customer satisfaction

Coordinate service and technical support during project start-up and throughout the warranty period

Build and maintain strong relationships with vendors and customers, providing ongoing support as needed

Prioritize workload effectively, balancing multiple deadlines without compromising quality

Collaborate with cross-functional team members while adhering to established processes and workflows to ensure consistency and operational efficiency

Required Qualification:

U.S. Citizenship or Permanent Resident (Green Card holder)

Associate degree + relevant experience, or

High school diploma + 2–5+ years of industry experience (HVAC or construction companies)

Strong organizational and multitasking skills

Attention to detail (orders, tracking, documentation)

Experience in project administration, project accounting, scheduling, and scope management

Proficiency in tools such as MS Excel, SharePoint and Trello or similar.

Clear communication with vendors, customers, and internal teams

Benefits at Critical Systems LLC:

Medical, Dental, and Vision Insurance

401(k) with matching and profit sharing

Generous Paid Time Off (PTO)

Competitive salary with performance-based incentives

Opportunities for professional development and continuous learning

Collaborative, growth-oriented team culture

Employee Assistance Program

Critical Systems LLC is an Equal Opportunity Employer