Residential Project Coordinator

As a Residential Project Coordinator for GEM, you will play a critical role in managing residential projects from signed agreement through scheduling and completion. This position is highly customer-focused and operates in a fast-paced environment where strong communication, organization, and follow-through are essential.

The Project Coordinator serves as a key connection between customers, sales, project management, and operations teams to ensure projects move efficiently through the turnover process and are fully prepared for installation. This role requires proactive problem-solving, attention to detail, and the ability to keep multiple projects progressing simultaneously.

Essential Job Functions

• Manage residential projects from signed quote through turnover, scheduling, and completion


• Actively follow up with customers to move signed agreements into fully approved and scheduled projects


• Create urgency and maintain consistent communication to help customers move forward with pending projects


• Assist customers with financing paperwork, deposit collection, rebate requirements, and other items needed before scheduling


• Work closely with Sales to obtain complete project turn-ins, including measurements, photos, scope details, and required documentation


• Review incoming project information to ensure jobs are complete and ready for Project Manager review


• Coordinate with Project Managers to determine whether projects are ready to schedule or require a walkthrough/site visit


• Partner with warehouse and internal support teams to confirm material readiness and project requirements prior to installation


• Monitor open sold projects and proactively identify obstacles preventing projects from moving forward


• Maintain accurate project records, notes, customer communication, and project updates within ServiceTitan throughout the project lifecycle


• Support a fast-paced, high-volume environment while managing multiple projects simultaneously


• Deliver a high level of customer service while balancing scheduling priorities and operational timelines


• Other duties as assigned

Required Skills and Experience

• Excellent interpersonal and communication skills, with the ability to interact professionally with customers and team members


• Strong organizational abilities to manage schedules, project timelines, service calls, and customer records effectively


• Customer-focused approach, with a commitment to providing outstanding customer service


• Proficiency in using scheduling software, CRMs, and related operational tools, including ServiceTitan and On Call Air


• Analytical skills to monitor service metrics, job progress, and identify areas for improvement


• Experience coordinating and organizing multiple tasks to meet deadlines efficiently in a high-volume environment


• Ability to work independently while effectively collaborating with cross-functional teams such as Sales, Project Management, and internal support departments


• Adaptability to prioritize tasks, manage shifting schedules, and thrive in a fast-paced, dynamic environment

Working Conditions

Environment

• Office environment with occasional interruptions


• The noise level in the work environment is usually moderate


• Evening and/or early morning, and/or weekend/Holiday hours periodically

Physical Abilities

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions

• While performing the duties of this job, the employee is regularly required to use a computer for extended periods of time, including long periods of sitting, keyboard entry, use of office equipment, use of computer monitor


• Ability to speak concisely and effectively communicate


• Be able to communicate using a computer and phone/smart device


• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust


• May require physical effort and cardiac endurance while reaching with hands and arms, stooping, kneeling, crouching, standing, walking, balancing, bending, leaning, kneeling, walking, and climbing


• Carrying supplies, up to 25 lbs