[Hiring] Project Coordinator @Capstone Mechanical

Role Description

Join Capstone Mechanical as a Project Coordinator (internal title is Business Support Analyst (BSA) - Project Division).

Location: Remote (Must reside in our service territory: AL, AZ, CT, FL, GA, KY, ME, MA, MI, NH, NJ, NY, NC, OH, PA, RI, SC, TN, VA, WV)

Schedule: Full-Time | Monday–Friday (on-call rotation with additional stipend)

We’re seeking a Project Coordinator (internally, BSA – Project Division) to help our project teams deliver consistent, high-quality results from project initiation through closeout. You’ll partner with Project Leads and cross-functional teams to keep documentation, schedules, permitting, and administrative processes moving forward.

What You’ll Accomplish

• Maintain accurate, organized project documentation across software platforms and track key milestones, deliverables, and deadlines.
• Assist with project closeout documentation and timely, accurate payroll submissions for Project Leads.
• Process and verify invoices with the GM of Projects; review quotes and finalize invoice submissions.
• Coordinate with municipalities, engineers, and property owners to apply for, secure, and close out permits; maintain municipal relationships and meet requirements.
• Coordinate project and team calendars for site access, surveys, crane lifts, installations, deliveries, vendors, and inspections.
• Work with the team to secure resources needed for project completion and serve as an administrative point of contact for Project Leads.
• Communicate project status and schedules to internal and external stakeholders and collaborate across the Project Division, Service Teams, and administrative departments.
• Immediately escalate safety concerns.
• Identify opportunities to improve workflows, documentation, and coordination; maintain SOPs that support scalable growth.
• Participate in training and professional development to strengthen skills and effectiveness.

Qualifications

• Customer-Focused – You care about delivering a great experience.
• Organized & Detail-Oriented – You can manage multiple projects, timelines, and documentation requirements.
• Collaborative – You communicate clearly with Project Leads, municipalities, vendors, and internal teams.
• Proactive & Adaptable – You anticipate needs, solve problems, and adjust as project priorities change.
• Accountable – You follow through on deadlines and take ownership of accurate work.
• Improvement-Minded – You look for ways to simplify processes and help the team grow.

Requirements

• Experience in project coordination, permitting, or administrative support in construction, HVAC, or a related field.
• Strong organizational, communication, and problem-solving skills.
• Proficiency in Microsoft Office and project management platforms such as Basecamp, SharePoint, or FieldPoint.
• Understanding of basic project financial processes, including invoicing and payroll submissions.
• High attention to detail and the ability to analyze data, interpret metrics, and make informed decisions.

Benefits

• Competitive Hourly Compensation
• PTO, Holidays, and Parental Leave
• Health, Dental, and Vision Insurance
• Wellness Program with premium discounts
• 100% Company-paid Short & Long-Term Disability + $25K Life Insurance
• Additional Life Insurance Options for employee, spouse, and children
• 401(k) with 3% Employer Contribution
• Bi-Annual Bonus Program
• Free Financial Advising
• Employee Assistance Program for mental, financial, and legal support
• Personal and Professional Development Opportunities