Project Coordinator

Overview

With over 150 years of experience, and headquartered in Southern CA, CoolSys is the market-leading indoor environment solutions company. Our full spectrum of best-in-class services includes HVAC & refrigeration installations, remodels, service & maintenance; and energy solutions, including controls and lighting. CoolSys serves customers in the retail, commercial, food service, educational, healthcare, and industrial markets. WHY JOIN US We understand that hiring great people is the foundation of everything we do. Our employee benefits packages include:

• Competitive pay

• Medical, Dental, Vision and Prescription coverage

• Paid vacation and holidays

• 401(K) match

• Life insurance, AD&D and long-term disability

• Tuition reimbursement

• Opportunities available nationwide

• Employee discounts on vehicles, hotels, theme parks, select cell phone bills and so much more

• Pet Insurance

• Legal Plan, and ID Theft Protection

Responsibilities

Position Summary: As a Project Coordinator at CoolSys, Inc., you play a pivotal role in ensuring the efficient functioning of our operations department. You are responsible for providing comprehensive coordination support to Service Managers and Technicians. Your tasks are varied and dynamic, ranging from facilities maintenance to dispatch, purchasing, PM tracking, inventory management, fleet coordination, training, safety compliance, and offering general administrative support. By excelling in this role, you directly contribute to the company's growth and reputation by upholding our commitment to excellence and customer satisfaction.

Key Responsibilities:

Coordination and Communication:

• Establish and maintain strong relationships with Service Manager and Service Supervisor, facilitating seamless communication within the assigned branch.

• Collaborate closely with area managers to ensure adherence to facility safety requirements and operational needs.

Dispatch and Scheduling:

• Coordinate with dispatcher for efficient technician scheduling, parts notifications, and prioritization of follow-ups.

• Provide accurate ETAs on parts to the required departments, ensuring timely service delivery.

Purchasing and Inventory Management:

• Work closely with the purchasing department, ensuring correct parts are ordered promptly and approving tool purchases.

• Oversee the closure of purchase orders and act as a liaison between purchasing and vendors, managing returns efficiently.

• Issue Purchase orders for installation jobs that are executed by the service department.

• Maintains records of goods ordered and received, log all rentals into the rental log and follow up with foreman on status.

• Returns all materials not required on a project or that were delivered incorrectly.

Preventative Maintenance and Technical Support:

• Assist the Preventative Maintenance management team in scheduling and completing maintenance tasks using pre-selected field resources.

• Verify and confirm parts availability for field technicians before dispatch, ensuring their productivity.

Administrative Support and Process Improvement:

• Address general administrative issues for field technicians, including approvals, missing documentation, and scheduling assistance.

• Continuously identify opportunities for process improvement, proactively notifying Operations Leaders of potential or existing issues.

Warehouse Duties

• Maintains housekeeping of warehouse.

• Ensure the warehouse is secure at the end of each shift.

• Prepares and process requisitions and purchase orders for supplies and equipment.

• Receive deliveries from delivery drivers and check in parts.

• Responsible for tool inventory and control: § Tool transfers log in/out form, clean up, maintenance and repair of tools

• Updates and maintains inventory tool list, delivery of tools and equipment to the jobsite.

Qualifications

Key Competencies and Skills:

• Excellent Communication: Strong verbal and written communication skills to facilitate effective interactions with internal and external stakeholders.

• Detail-Oriented: Keen attention to detail in coordinating schedules, managing inventory, and overseeing administrative tasks.

• Technical Proficiency: Proficiency in Microsoft Office products such as Word and Excel for accurate documentation and system updates.

• Customer Focus: Exceptional customer service skills, ensuring customer satisfaction in every interaction.

• Team Collaboration: Ability to work both independently and collaboratively within a team-oriented environment.

• Computer Software Knowledge Solid working knowledge of use of the Microsoft suite of applications (Word, Excel, etc.)

Qualifications:

• Education: High school diploma with 2-3 years of relevant work experience.

• Preferred Experience: Previous experience in warehouse operations is highly desirable.

• Technical Skills: Familiarity with forklift and pallet jack operations is advantageous.

Join Us

Today, there are 26 different companies that make up the CoolSys family of brands. Our valued employees are at the heart of our continued growth and success. We invite you to be part of that growth!

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Coolsys is an EEO/AA Employer.  All qualified individuals - Including all ages, colors, disability, ethnicity, family or marital status, gender identity or expression, language, national origin, physical and mental ability, political affiliation, race, religion, sexual orientation, socio-economic status, veteran status, and other characteristics are encouraged to apply.

Pre-employment background screening (criminal and MVR for driving positions) and drug testing are required for all positions. Coolsys will consider qualified applicants with criminal histories in a manner consistent with federal law, state law, or local ordinance.