Project Coordinator (Mechanical & HVAC)

Job Title: Project Coordinator

Location: Kingston, Ontario

Pay Rate: $30.00/ hr to $45.00/ hr (depending on experience)

Shift: Monday to Friday, 8:00 am - 5:00 pm. (1 hour lunch break)

Position Overview

The Project Coordinator supports a multi-trade industrial and mechanical services operation by preparing bids, quotations, and supporting documentation for service and project work. The role works closely with management, estimators, vendors, and subcontractors to ensure pricing, contracts, and proposals are accurate, compliant, and submitted on time. Once work is awarded, this position continues to support coordination and documentation throughout the project lifecycle.

This role is best suited for someone with experience in mechanical or HVAC-related environments who is comfortable working with technical documentation, contracts, and multiple stakeholders.

Key Responsibilities

• Review contracts, drawings, RFIs, and tender documents to support bid preparation.
• Prepare quotations, proposals, and service contracts, including pricing analysis and gross profit calculations.
• Coordinate with vendors and subcontractors to obtain pricing, lead times, and required documentation.
• Support tender closings, bid submissions, and document control processes.
• Prepare and track RFIs, change requests, extras, and related project documentation.
• Coordinate with internal teams, engineers, and subcontractors once bids are awarded.
• Attend job sites as required to meet with vendors, engineers, or project teams.
• Assist with project billing, turnover packages, and as-built documentation.
• Maintain accurate and organized project records within internal systems.

Requirements

• Previous experience in a mechanical, HVAC, refrigeration, or related industrial service environment.
• Familiarity with mechanical service work, including HVAC systems, refrigeration, and gas-related services.
• Experience working with Sampro or similar service management software.
• Strong working knowledge of Microsoft Word and Excel.
• Experience supporting bids, quotations, or proposals and coordinating with vendors or subcontractors.
• Strong attention to detail and the ability to manage multiple deadlines in a fast-paced environment.

Work Conditions

Primarily office-based with occasional site visits. Regular interaction with vendors, subcontractors, engineers, and internal project teams.

We acknowledge that software used in our recruitment and selection process may have Artificial Intelligence components built in but confirm that all work assignment decisions are made by our expertly trained staff. The position advertised here is for future vacancy.