A Project Coordinator coordinates project team work on projects with a defined scope, start and completion point, and assists the project manager. Coordinates project team activities and communication. Organizes meetings and tracks project budgets and schedules. Organizes contracts, files and reports. May coordinate projects in construction, information technology or in other industries.
About J.R. Hobbs With over 50 years of proven success, J.R. Hobbs is a leading mechanical contractor specializing in the design, planning, and installation of HVAC systems for multifamily, major projects, and commercial construction. With more than 100 active projects across eleven Southeastern states, we are dedicated to developing our people and promoting from within. As a Gladstone Investments Company (
NASDAQ:
GAIN), we offer the stability of a publicly traded organization alongside the culture of a close-knit team. What We Offer Competitive weekly pay Generous performance-based bonus program No overnight travel required - enjoy work-life balance Excellent health, dental, and vision insurance 401(k) with company match (50% match after vesting period) Paid time off and holiday pay Company-issued iPhone or iPad Tuition and boot reimbursement Employee perks including tire patch program and more Position Summary The PMO Coordinator supports the Project Management Office (PMO) by managing critical project administration workflows, system coordination, procurement support, compliance tracking, and cost control initiatives across the organization. This role serves as the operational backbone of the PMO by ensuring project information is accurate, processes are followed, documentation is maintained, and teams have the tools and resources needed to execute projects successfully. The PMO Coordinator will own key transactional and administrative functions within the PMO while partnering with project management, estimating, procurement, accounting, and operations teams. This role allows PMO leadership to focus on strategic initiatives including process improvement, cost optimization, risk mitigation, and cross-project operational excellence.
Essential Responsibilities:
Project Lifecycle Administration & PMO Operations Support project setup and lifecycle administration from award through closeout.
Initialize new projects by:
Assigning job numbers. Setting up project folders and systems (Sage, eSub, BIM, Smartsheet). Uploading and validating award documentation. Maintain project records, files, archives, and documentation control. Coordinate project team assignments, including PM, APM, PPM, and accounting resources. Maintain manpower logs and project resource updates. Manage project system updates and provide support/troubleshooting to project teams. Assist with onboarding and training of new team members on PMO systems and processes. Assist with PMO dashboards, reports, tracking logs, and compliance metrics. Procurement & Vendor Coordination Support Support procurement workflows throughout the project lifecycle. Coordinate purchase order processes, vendor setup, and order tracking. Maintain procurement compliance tracking. Provide coordination support with vendors regarding order status, documentation, and issue resolution. Support pricing compliance and procurement standards across projects. Assist with tracking pricing discrepancies, freight costs, rebates, and recovery opportunities. Change Order & Cost Control Support Manage change order documentation, tracking, and processing workflows. Ensure accurate documentation and communication of project changes. Support cost tracking and data validation efforts. Assist with identifying cost recovery opportunities, including: Pricing discrepancies. Vendor credits. Freight recovery. Rebates. Warranty opportunities. Assist with compile and distribute project post-mortem reports and lessons learned. Operational Process Support Support standardization of PMO processes and workflows. Assist with implementation and enforcement of project controls. Partner with estimating, procurement, and operations teams to support scope alignment. Assist with maintaining pricing tables and procurement controls. Support PMO initiatives focused on improving project execution, consistency, and profitability. Qualifications 2+ years of experience supporting project management, construction operations, procurement, or a related field preferred. Experience with construction project administration, documentation control, or project coordination preferred. Strong organizational skills with the ability to manage multiple projects and priorities. Excellent attention to detail and ability to identify discrepancies. Strong communication and collaboration skills with internal teams and external vendors. Ability to work independently while supporting cross-functional teams. Proficiency with Microsoft Office Suite, Excel, and project management systems. Preferred Experience Experience working with construction management systems such as eSub, BIM platforms, Smartsheet, or similar tools. Experience supporting HVAC, mechanical, commercial construction, or subcontractor operations. Familiarity with procurement processes, purchase orders, change orders, and project cost tracking. Key Competencies Process-oriented mindset with strong attention to detail. Ability to identify and resolve issues proactively. Strong follow-through and accountability. Comfortable working in a fast-paced, deadline-driven environment. Ability to maintain accurate records while supporting operational improvements. Join us as an
HVAC PMO
Coordinator if you're passionate about driving successful construction projects through meticulous planning, innovative problem-solving, and proactive coordination!
