Project Coordinator - DMG North

About DMG North

DMG North is a leading HVAC manufacturers' representative serving Northern California and Northern Nevada. We partner with consulting engineers, mechanical contractors, building owners, and facility managers to deliver innovative, energy-efficient HVAC solutions for commercial and institutional projects.

Our team represents many of the industry's leading manufacturers and provides engineering expertise from design through project completion. We pride ourselves on technical excellence, exceptional customer service, and developing long-term relationships with our customers.

About the Role

The Project Coordinator plays a key role in supporting the successful execution of commercial HVAC projects. Working closely with Project Managers, Sales Engineers, vendors, customers, and internal teams, you'll help coordinate project documentation, schedules, procurement, and communication to keep projects moving forward. This is an excellent opportunity for someone who enjoys organization, problem-solving, and working in a fast-paced construction environment while building a long-term career in project management.

Please note, this role will start on-site in our Castro Valley, CA office and transfer to our Emeryville, CA office in 2027.

Responsibilities

Project Coordination

• Support Project Managers throughout all phases of commercial HVAC projects.
• Coordinate project schedules, timelines, and milestones.
• Track project progress and follow up on outstanding action items.
• Prepare and maintain project documentation, including submittals, RFIs, change orders, purchase orders, closeout documents, and project files.
• Assist with project kickoff meetings and document meeting notes.

Procurement & Material Coordination

• Coordinate equipment and material orders with manufacturers and vendors.
• Track shipments and delivery schedules to ensure project timelines are met.
• Communicate with vendors regarding lead times, order status, and delivery updates.
• Work closely with warehouse and field teams to coordinate material availability.

Customer & Team Communication

• Serve as a point of contact for internal teams, customers, vendors, and subcontractors regarding project status.
• Provide timely updates and resolve project-related questions.
• Maintain strong working relationships through professional communication and exceptional customer service.

Administrative Support

• Maintain accurate project records within ERP and project management systems.
• Assist with invoicing, billing documentation, and project closeout activities.
• Help identify project risks or scheduling conflicts and escalate issues as appropriate.
• Support continuous improvement efforts by identifying opportunities to streamline processes.

Required

• 2+ years of experience in project coordination, project administration, construction, operations, customer service, or a related field.
• Excellent organizational and time management skills with the ability to manage multiple priorities.
• Strong written and verbal communication skills.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office, particularly Excel, Outlook, and Word.
• Ability to work collaboratively in a fast-paced environment.

Preferred

• Experience supporting commercial construction, HVAC, mechanical contracting, engineering, or distribution projects.
• Associate's or Bachelor's degree in Business, Construction Management, Engineering, or a related field.

What Makes You Successfu l

• Highly organized with exceptional attention to detail.
• Able to prioritize multiple projects and meet deadlines.
• Strong sense of ownership and accountability.
• Positive, team-oriented attitude with a willingness to learn.
• Excellent problem-solving skills and adaptability.
• Passion for delivering outstanding customer service.

Compensation: $31-$35 hr, DOE

*** Ambient is a collective of HVAC design and implementation experts,
each entity esteemed in their respective regions, with decades of experience. Our experts merge craft with care, delivering safety, comfort, and highly efficient, sustainable solutions for spaces that matter most: healthcare, commercial, and residential. We have over 1k employees across the US and Canada.