Project Coordinator - HVAC

Location: Vaughan, ON Vacancy: This posting is for a currently open position. Salary Range: $85,000– $115,000 base salary COMPANY PROFILE Our client is a well-established mechanical services company with over 40 years of experience delivering HVAC, refrigeration, plumbing, combustion, and preventative maintenance solutions across industrial and commercial facilities. Known for their technical expertise and customer-first approach, they support organizations in sectors such as food manufacturing, healthcare, warehousing, government, and commercial real estate. With a strong focus on safety, quality workmanship, and long-term client relationships, they offer an environment where skilled professionals can take on meaningful work while continuing to grow their careers. Within this dynamic and collaborative setting, they are currently seeking a Project Coordinator to support project delivery, coordination, and operational success across multiple initiatives. JOB SUMMARY The future Project Coordinator will play a key role in supporting the successful execution of commercial and industrial HVAC projects from planning through completion. They will coordinate project schedules, manage the flow of materials and parts, support field teams with accurate documentation, and maintain clear communication with clients and internal stakeholders. They will also assist with billing and invoicing processes to ensure accuracy and efficiency across project delivery. The ideal candidate thrives in a fast-paced environment, understands field service operations, and is committed to precision, organization, and delivering a strong customer experience. JOB RESPONSIBILITIES Project Scheduling & Coordination - Develop project timelines in collaboration with field and operations teams - Coordinate workforce allocation and adapt plans as priorities shift - Support coordination of site requirements including permits and inspections Materials & Logistics - Source and track equipment, parts, and job materials - Ensure deliveries align with execution schedules - Address procurement delays and help maintain cost efficiency Client & Stakeholder Support - Serve as day-to-day administrative contact for active projects - Communicate progress updates and coordinate site readiness - Manage incoming requests and escalate when needed Financial & Project Support - Assist with pricing requests, change orders, and supplier quotes - Contribute to tracking job costs and project margins Field Documentation & Billing Support - Validate technician records, labour entries, and material usage - Confirm work aligns with approved scope and resolve inconsistencies - Support smooth and accurate invoicing with internal teams Future Scope: Equipment Resale Support - Oversee surplus equipment records and online listings - Manage inbound inquiries and support follow-up coordination JOB REQUIREMENTS Core Experience & Skills - Minimum 3+ years in HVAC, mechanical contracting, construction, or service coordination roles. - Strong working knowledge of HVAC systems and field service operations. - Hands-on experience with scheduling platforms, ERP systems, or similar tools. - Advanced proficiency in Microsoft Office applications. - Strong capability in organizing workloads, prioritizing tasks, and communicating clearly. - Detail-focused with a strong commitment to accuracy. - Self-driven with the ability to take initiative and own responsibilities. - Comfortable collaborating with technicians, operations teams, and customers in a fast-paced setting. Considered an Asset - Familiarity with job costing principles and margin awareness. - Experience reviewing field service reports, logs, or technician documentation. - Previous involvement with online sales listings or equipment marketplaces. If you are a driven, detail-oriented professional who enjoys keeping projects organized and moving forward, we’d love to hear from you. Submit your application confidentially via the “Apply” button for prompt consideration. The employer may use AI-assisted tools during the screening of applicants. Thank you in advance for your interest, only individuals deemed to have the skill set and experience to fit the role will be contacted. Applicants must be legally entitled to work in Canada without sponsorship. Lock Search Group is a National Executive Recruitment firm with 11 offices in Canada and one in the United States, a staff of more than 30 Consultants and Associates, and expertise in 11 major disciplines. Our mission is to provide exceptional Recruitment and Consulting Services to clients and candidates. We apply our experience and expertise to deliver solutions with a personalized approach that focuses on clients’ needs and candidates’ goals. Follow us on LinkedIn! https://www.linkedin.com/company/lock-search-group