Administrative Coordinator, HVAC

About Us

DMG North is a growing company in the evolving field of building commissioning, and we strive to make buildings work better. Specializing in the optimization of complex building systems, our team's diversified skill set provides value to our clients from the design stages of new construction all the way through operating existing buildings. Our consulting group provides a full array of commissioning services for both new and existing buildings, and our technical services group provides start-up services on complex HVAC equipment from a wide range of manufacturers. As part of the Ambient Enterprises family of brands, the DMG North team consists of experienced industry-leading professionals, focused on logistical, energy and cost-effective solutions to our clients.

Job Description

About the Role: This role plays a key role in supporting the successful execution of commercial HVAC projects. Working closely with Project Managers, Sales Engineers, vendors, and customers, 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.

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 Successful

• 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 Enterprises provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.