Project Coordinator

Interstate Mechanical LLC IMCOR is one of Arizona’s most dependable Mechanical Contractors, specializing in Design Build, Commercial/Industrial HVAC, Piping & Plumbing Systems, Service Maintenance, and Special / Facility Projects. We provide customized services to meet our clients’ ongoing needs, and use our problem solving skills and ingenuity to create strategic partnerships.

We stand behind our name and the services we provide to our clients. We welcome someone who wants to be part of a winning team where each day there will be a dedication to excellence in everything you do. We are proud of our company’s accomplishments and are excited about where we are going.

Responsibilities

We are seeking a Project Coordinator to provide critical administrative support to our project management and operations teams. The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment. This role is pivotal in ensuring project documentation, communication, and compliance are executed seamlessly from project start-up to closeout.

Key Responsibilities

Project Setup & Maintenance Create and maintain project files, folders, binders, and forms for new projects. Transfer estimating documents to project files (bid records, quotes, cost details). Input project data into internal systems such as Timberline and Intacct. Maintain action logs and project information records.

Document Control & Correspondence Draft, edit, and manage project-related correspondence, memos, and reports. Distribute project documents to field teams and subcontractors as needed. Submittals & Specifications Process and submit submittals per contract specifications. Coordinate with subcontractors and vendors to gather required documentation.

Maintain and distribute revisions and copies to relevant parties. Change Orders Assist Project Managers with creating and tracking Change Order Requests (CORs). Process approved Change Orders (COs) and update records accordingly. Subcontractor & Vendor Management Prepare and issue subcontracts and subcontract change orders.

Verify prequalification and insurance documentation before subcontract issuance. Maintain subcontractor files and monitor documentation follow-through. Purchase Orders Generate and issue Purchase Orders (POs) and Purchase Change Orders (PCOs). Ensure appropriate backup documentation and approval routing. Follow up on documentation and maintain organized PO records.

Project Closeout Coordinate and prepare Operations & Maintenance (O&M) manuals and warranty documents. Ensure timely submission and follow-up for project closeout deliverables. Update warranty logs and monitor acceptance from general contractors or owners. General Administrative Support Handle project-related calls in PM’s absence.

Assist the front desk with phones during breaks and lunch. Provide additional support as needed for project success.

Qualifications

& Skills: 3 + years of experience in the mechanical industry or general contractor required. Strong proficiency in Microsoft Word, Excel, Outlook, and Windows. Familiarity with construction software (e.g., Timberline, Sage Intacct) is a plus. Excellent written and verbal communication skills. Strong attention to detail and organizational skills.

Ability to work independently, manage time effectively, and meet deadlines. Knowledge of construction processes, terminology, and documentation standards is a plus.

Benefits

Competitive wages with excellent employee benefits. 401(k)/ROTH Retirement Plans with 40% Company Match Holiday Pay Paid Time Off Health Benefits: Medical, Dental, Vision Company-Paid AD&D & Life Insurance Short-Term and Long-Term Disability Options IMCOR is an Equal Opportunity Employer. IMCOR participates in E-Verify Salary

• DOE ****Experienced and Qualified Project Coordinator candidates will be contacted for an interview