Kauai Air Conditioning & Plumbing, Inc., a local mechanical contractor, is looking for a hard-working and motivated individual to join their team as a Coordinator. Being on time, reliable, hardworking and taking initiative is essential. Candidates must have outstanding interpersonal skills, strong organizational skills, be detailed oriented, computer literate, and possess problem-solving skills.
The Project Coordinator plays a vital role in ensuring the successful planning, execution and close-out of Plumbing and HVAC Installation projects. Working closely with Project Managers and the Operations team, this role is responsible for managing logistics, materials, documentation, and customer communication throughout each phase of a project. This is a hands on, detail-oriented role that requires strong organizational skills and proficiency with Service Titan.
Job Functions
Respond promptly to incoming phone calls, chats, and emails, ensuring customer needs are prioritized through timely and effective communication
Coordinate all project phases from initiation to completion
Manage accounts receivable and accounts payable monitoring and processing
Create and manage project folders and digital records, ensuring all required documents (e.g., checklists, permits, HOA approvals, estimates) are completed and filed
Set up projects in Service Titan: create project names, assign business units, initiate requisitions, and manage procurement sources
Order equipment and materials, track delivery and inventory, and generate purchase orders (POs) and pick lists form warehouse pulls
Generate deposit and final invoices; update invoice details and ensure accurate billing and descriptions
Collect downpayments from clients
Coordinate and submit permit and HOA applications; schedule final inspections as needed
Maintain ongoing communication with customers
Assist with customer inquiries define project scope, and schedule estimators and technicians accordingly
Support the Project Manager in managing high-level project oversight and take full ownership of projects when assigned directly
Oversee department vehicle management, including registration, safety checks, and insurance compliance, as well as assigning and tracking vehicle and tool usage and returns
Assists with daily communications.
Any additional duties/responsibilities deemed necessary
Essential Values Required
Winning Together
Provides support and assistance to all employees in the Installations Department.
Creates a winning together culture: Practicing employee involvement, communication, team problem identification, team problem solving, and implementation of team-based solutions throughout the duration of the shift.
Deliver on Commitments / Customer Focus
Assists with the monitoring of departmental processes throughout the duration of the shift.
Reviews team plans for the day and assists to ensure that objectives are achieved.
If required, acts as a liaison for team members to make sure there is timely and proper communication and ensures that the necessary support is provided in a timely manner to assist the team in solving problems and removing barriers throughout the course of the project.
Passion for Excellence
Supports team problem solving to establish plans of action to correct and eliminate system deficiencies throughout the duration of the shift
Job Qualifications
Excellent Customer Service and communication skills, both verbal and written
Punctual and dependable for scheduled work hours.
A/R & A/P experience.
High school Diploma or equivalent required.
Strong interpersonal skills and the ability to relate with a variety of personality types.
Demonstrates initiative, a proactive mindset, and a strong sense of personal responsibility
Highly organized with strong time management skills; able to handle multiple tasks and competing priorities.
Exceptional attention to detail and commitment to meeting a deadline.
Skilled in resolving customer issues and disputes with professionalism and efficiency.
Understands the importance of maximizing workforce productivity and efficiency.
Maintains discretion and professionalism.
Proficient in Service Titan or similar project management/CRM software
Familiar with permitting processes, procurement and warehouse coordination
Industry experience in Plumbing and/or HVAC preferred
Comfortable working independently and collaboratively within a team
Proven capability to quickly learn and implement new software and technology tools.
Proficient in Microsoft Office Suite, including Word, Excel, and Outlook
Job Type: Full-time
Pay: Based on Experience
Benefits:
Dental insurance
Health insurance
Vision insurance
Life insurance
Paid time off
Paid holidays
401(k)
Schedule: Monday through Friday, 8-hour shift
Ability to commute/relocate: Kapaa, HI 96746. Reliably commute or planning to relocate before starting work (Required)
Education: High school or equivalent (Required)
Work Location: In person