Project Coordinator

Project Coordinator - Commercial Mechanical Construction

Location: Arlington Heights, IL

Industry: Commercial HVAC / Plumbing / Mechanical Construction

The Opportunity

We are excited to be partnering with a well-established commercial construction company that is seeking an experienced Project Coordinator to join its growing team in the northwest Chicago suburbs.

The company supports a variety of commercial construction projects and is looking for someone who can become a key partner to Project Managers and field leadership by keeping projects organized, documentation moving, and financial and administrative details on track.

This is a strong opportunity for someone who understands the construction project lifecycle and enjoys being the person who keeps multiple moving pieces organized from project award through final closeout.

What You'll Do

• Coordinate multiple active construction projects from award through closeout, keeping documentation, schedules, and project deliverables organized and current.
• Prepare, issue, and track subcontracts, purchase orders, and change orders while maintaining accurate commitment logs.
• Manage the RFI and submittal process, including logging, routing, follow-up, and communication with architects, engineers, general contractors, and internal project teams.
• Serve as a key point of contact for subcontractors, vendors, and general contractors on project administration matters.
• Partner with accounting and Project Managers on job-cost tracking, monthly billing, lien waivers, and budget reconciliation.
• Maintain accurate project records within construction management systems and ensure documentation remains organized and audit-ready.
• Support Project Managers with procurement tracking, schedule updates, and long-lead material coordination.
• Own and coordinate project closeout documentation, including as-builts, O&M manuals, warranties, and final turnover packages.
• Help improve project coordination processes, documentation standards, and operational workflows.

What We're Looking For

• Previous experience in project coordination, project administration, or construction operations.
• Experience working within commercial construction; mechanical, HVAC, plumbing, or MEP contracting experience is strongly preferred.
• Working knowledge of:

1. RFIs and submittals
2. Change orders
3. Purchase orders
4. Subcontracts
5. Lien waivers
6. Project closeout documentation

• Comfortable supporting and coordinating multiple projects simultaneously.
• Exposure to job costing, construction billing, budgets, or project financial tracking.
• Strong organizational skills with the ability to prioritize changing deadlines and project needs.
• Confident communicator who can work effectively with Project Managers, field teams, subcontractors, vendors, general contractors, and customers.
• Proficiency with Microsoft Excel and Word.
• Experience with Bluebeam and construction management software.
• Ability to read mechanical drawings and specifications is a plus.
• Associate's or bachelor's degree in Construction Management, Business, or a related field is preferred but not required.

Why Consider This Opportunity?

• Work directly alongside experienced Project Managers and field leadership.
• Gain exposure to a variety of commercial, healthcare, and tenant buildout projects.
• Take meaningful ownership of projects rather than serving solely in an administrative capacity.
• Opportunity to join a company experiencing continued growth beyond the Chicago market.
• Annual discretionary bonus opportunity.
• Employee Stock Ownership Plan (ESOP).
• Medical, dental, and vision insurance.
• 401(k) plan.
• Paid vacation and holidays.
• Life insurance.