Project & Vendor Coordinator

Summary/Objective

The Project & Vendor Coordinator manages the jobs and commitments that fall outside the standard work order flow. This includes acting as a junior project manager for non-HVAC and non-electrical scopes, coordinating outside vendors and subcontractors, managing resale equipment fulfillment from delivery through installation, and owning the contract renewal and OEM service scheduling process. This role ensures that account managers and customers always have a clear point of contact and accurate status on complex or multi-party jobs. It is a strong foundation for someone looking to grow into a senior operations or project management position as the company expands.

Essential Functions

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Project Coordination

• Act as junior project manager for service jobs involving outside vendors or non-HVAC/electrical scopes.
• Coordinate with outside vendors and subcontractors on scope confirmation, scheduling, and delivery.
• Track project status, open items, and completion milestones across multiple active jobs simultaneously.
• Communicate project status updates to account managers and the Nerve Center Director on a regular cadence.
• Flag scope changes, schedule delays, or budget variances early and escalate to the appropriate owner.
• Maintain organized project documentation for all vendor and subcontractor jobs.

Resale Equipment & Drop Ship Fulfillment

• Take ownership of resale equipment jobs after account managers close the sale - manage from delivery coordination through installation scheduling.
• Coordinate drop ship logistics with vendors, ensuring delivery timing aligns with site and installation readiness.
• Track all resale equipment orders and maintain accurate records for job costing and billing.
• Confirm delivery and coordinate with the Job Setup & Fulfillment Specialist to schedule installation.

Contract Renewals & OEM Service Scheduling

• Maintain a complete and current register of all service contracts - what is covered, when it renews, and what action is required.
• Initiate the renewal process for each contract no less than 60 days prior to expiration.
• Schedule OEM service visits for third-party equipment covered under maintenance contracts.
• Coordinate with account managers on renewals that require customer-facing communication.
• Track renewal outcomes and update contract records upon completion.

Quoting & Administrative Support

• Prepare quotes for other internal teams as requested.
• Support purchase tracing and invoice coding for vendor and subcontractor purchases.
• Assist the Nerve Center Director with process documentation and administrative tasks as needed.

Success Factors & Company Values

Professionalism:

Models professional behavior in all communications, documentation, and interactions with field staff, account managers, and customers.

Exceeding Expectations:

Takes initiative to improve processes and find better solutions rather than waiting for direction.

Mutual Respect:

Communicates openly and respectfully across teams; fosters inclusive collaboration between office and field.

Integrity:

Makes consistent, ethical decisions; maintains transparency with teammates and stakeholders.

Safety:

Actively supports safety awareness and compliance across all operations, field coordination, and vendor interactions.

Competencies

• Strong organizational skills with the ability to manage multiple priorities simultaneously.
• Clear written and verbal communication across technical and non-technical audiences.
• Proficiency in Microsoft Office Suite; comfort learning new software platforms quickly.
• Experience with HubSpot, Procore, Sage, or Corrigo is a plus.
• Detail-oriented with a process-first mindset.

Travel

Up to 10% travel may be required for vendor meetings, site visits, or new location support.

Work Environment & Physical Demands

This role operates primarily in an office environment. Occasional field or vendor site visits may be required.

Position Type

This is a full-time position.

Required Education and Experience

• High school diploma and/or equivalent education and experience.
• 2+ years in project coordination, vendor management, purchasing, or service operations.

Preferred Education and Experience

• Bachelor's degree in business, construction management, or related field.
• Experience in field service, construction, facilities management, or mechanical/electrical contracting.
• Proficiency with Procore, HubSpot, Sage, or similar project management and ERP platforms.

EEO Statement

Compu Dynamics, LLC provides equal employment opportunity to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by law.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.