HVAC Project Assistant

Role Summary

The Project Assistant supports the Project Management team in the successful execution of commercial and institutional mechanical HVAC projects. This role provides critical administrative, coordination, and documentation support from preconstruction through project closeout. The ideal candidate is detail-oriented, proactive, and comfortable working in a fast-paced construction environment while managing multiple projects simultaneously.

Key Responsibilities

• Support Project Managers and Foremen with day-to-day project coordination and administrative tasks.
• Assist in assembling bid packages, including requesting vendor quotes, gathering pricing, and compiling takeoffs and supporting documentation.
• Prepare, submit, and track submittals for equipment, ductwork, piping, controls, etc.; follow up on approvals and distribute to the field.
• Maintain accurate project logs (RFIs, submittals, change orders, equipment/material deliveries, drawing revisions).
• Assist with RFIs by drafting, submitting, tracking responses, and routing answers to Project Managers and field personnel.
• Coordinate with vendors and suppliers on pricing, lead times, and delivery schedules.
• Issue purchase requests and support purchase order processing as directed; confirm deliveries to job sites or shop.
• Provide field teams with current drawings, specifications, approved submittals, and updates/revisions.
• Assist in gathering and coding timecards, delivery tickets, and invoices to the correct job and cost codes.
• Support preparation of change order requests (TCM summaries, backup documentation, pricing sheets) and track approvals.
• Schedule project meetings, prepare agendas as directed, take meeting minutes, and distribute action items.
• Assist with updating short-interval “lookahead” schedules and coordinate manpower and equipment needs as directed by the Project Manager.
• Maintain organized electronic and paper project files in accordance with company standards.
• Assist with project closeout activities, including O&M manuals, warranty documentation, as-built markups, and punch list tracking.
• Communicate professionally with General Contractors, owners, engineers, vendors, and internal teams while representing KAR Larrabee.

Qualifications

Required

• High school diploma or equivalent.
• 1–3 years of experience in construction administration, project coordination, or a related field (mechanical/HVAC industry strongly preferred).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); ability to learn project management and construction software.
• Strong organizational skills with high attention to detail and accuracy.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks and priorities in a deadline-driven environment.
• Team-oriented with a positive, proactive attitude.

Preferred

• Associate’s degree or coursework in Construction Management, Business Administration, or a related field.
• Experience with Procore, Bluebeam, or similar construction project management platforms.
• Familiarity with mechanical systems, HVAC terminology, and construction drawings/specifications.
• Understanding of submittal, RFI, and change order processes in commercial construction.