Project Coordinator Thielsch Engineering paid time off, tuition reimbursement, 401(k), retirement plan United States, Rhode Island, Cranston Sep 09, 2026 Description The Project Coordinator supports the successful execution of HVAC installation, controls, and electrical projects, while also coordinating related service activities, including preventive maintenance. This role provides administrative, scheduling, documentation, invoicing, and permitting support to the HVAC Install Manager and the Controls & Electrical Manager, helping ensure projects and service obligations are properly planned, compliant, billed, and closed out. The ideal candidate is highly organized, detail-oriented, and comfortable supporting both project-based work and recurring service activity in a commercial mechanical environment.

Responsibilities:

Support commercial HVAC installation, controls, and electrical projects from kickoff through closeout

Assist the HVAC Install Manager and Controls & Electrical Manager with project setup, coordination, and administrative support

Create, maintain, and organize project documentation, schedules, and records within project management and accounting systems

Coordinate communication between project managers, service teams, field supervisors, technicians, subcontractors, vendors, customers, and accounting

Track project schedules, milestones, and deliverables, proactively identifying and escalating conflicts, delays, or risks

Assist with material ordering, tracking, and delivery coordination to ensure site readiness

Maintain accurate records for submittals, RFIs, change orders, purchase orders, and approvals

Log and track approved scope changes and pricing requests as directed by project leadership

Prepare meeting agendas, capture meeting minutes, and follow up on action items

Coordinate permit applications for HVAC, controls, and electrical work in accordance with project scope and local requirements

Prepare and submit permit documentation including drawings, specifications, insurance certificates, and contractor credentials

Track permit status, approvals, inspections, fees, and expiration dates

Coordinate required inspections with inspectors, field supervisors, and customers

Maintain organized, audit-ready permit and inspection records

Register equipment warranties, including Mitsubishi and JB warranties, to ensure client protection and manufacturer compliance.

Support scheduling and coordination of service-related activity associated with projects, controls work, and installed systems

Assist with scheduling preventive maintenance visits, seasonal service work, and warranty-related service activity

Coordinate service schedules with customers, technicians, service coordinators, and project teams to avoid work conflicts

Track completion of service and PM activities to ensure contractual obligations are met and documented

Enter, review, and validate installer and technician timesheets for payroll processing, ensuring time is coded accurately to the correct job, phase, cost code, and pay type

Verify time entries for completeness, accuracy, and compliance with company policies, and payroll deadlines

Follow up with installers, technicians, and supervisors to resolve missing, incorrect, or late time entries

Coordinate with payroll teams to support timely and accurate payroll processing

Maintain organized, audit-ready labor and timekeeping records

Support project invoicing, including monthly progress billing and percent-complete billing

Prepare and assemble billing documentation in AIA formats (G702/G703 or equivalent)

Track contract values, approved change orders, retainage, and prior billings to ensure accurate applications for payment

Coordinate with project managers and accounting to confirm billed progress aligns with field completion

Assist with service-related invoicing tied to preventive maintenance, warranty work, or project-associated service activity

Respond to customer billing documentation requests and support timely invoice submission

Assist with basic project cost tracking, labor reporting, and production data entry

Support project and service closeout activities including as-builts, O&M manuals, warranties, testing documentation, and customer handoff packages

Maintain organized, audit-ready project, service, billing, permit, and payroll documentation

Perform general administrative duties to support Install, Controls, and Electrical leadership

Adhere to all company safety, quality, and compliance standards

Job Qualifications:

2+ years of experience in project coordination, service coordination, or project administration within HVAC, mechanical, controls, or electrical contracting

Familiarity with commercial HVAC installation, controls, electrical projects, permitting processes, preventive maintenance, and progress billing

Experience with AIA-style billing and percentage-of-completion invoicing preferred

Experience with ERP, service, or project management systems (ServiceTitan preferred)

Proficiency in Microsoft Office, particularly Excel, Outlook, and Teams

Strong organizational skills, attention to detail, and ability to manage multiple priorities

Clear written and verbal communication skills

Physical Demands:

This is largely a sedentary role; with a large amount of computer work being required.

Answer phone, and use computer, scanner, printer, etc.

Stooping, walking, standing, bending, reaching, pulling and pushing

Clarity of vision at both over 20 feet and under 20 inches

Able to judge depth, have a good field of vision, and identify and distinguish colors

Climbing stairs

Dusty Environment Position Type and Expected Hours of Work:

This is a full-time 40-hour position. Days and hours of work are Monday through Friday 8:00 AM to 5:00 PM.

Compensation & Benefits:

• Health care benefits through United HealthCare
• Delta Dental and Vision Service Plan
• Paid time off and holidays
• Employer-matching 401(k) retirement plan
• Employer-paid Employee Stock Ownership Program (ESOP)
• Employer-paid life and AD&D insurance; access to short and long-term disability insurance

Tuition reimbursement Qualifications Who We Are The RISE Group is an employee-owned, professional engineering firm that provides a complete range of consulting, design, and energy services to customers throughout the United States and internationally. Our multi-disciplined engineering and technical staff specialize in failure analysis, engineering design, process optimization, and condition assessment. Our work demonstrates how creative collaboration can produce outstanding results for our clients and our communities. Our Culture At RISE, our customers come from all walks of life -- and so do our employees! We hire amazing people from a wide variety of backgrounds, not just because it's the right thing to do, but because it makes our company stronger. We can confidently state that we are successful as a direct result of our diversity. From day one and throughout your career with us, you'll find a workplace culture with expansive personal & professional development opportunities, cutting edge technology, a place where relationships are valued, and work/life balance is always a priority. We are committed to diversity, equity, and inclusion (DEI) within our workplace and in our communities. It is our policy to provide equal employment opportunities (EEO) to all employees and applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status or any other applicable federal or state-protected classification. The RISE Group is an E-Verify participant and will conduct background investigations and pre-employment screening of candidates for employment Pre-employment activities will be conducted on qualified applicants after acceptance of a job offer. The RISE Group is an employee-owned company and an equal opportunity/affirmative action employer. We welcome applications from all backgrounds regardless of race, color, religion, sex, national origin, ancestry, age, marital status, sexual orientation, gender identity or expression, veteran status, disability, or any other classification protected by law.