Service Project Coordinator

Description: Founded in 1963, Olympic International is Western Canada's leading sales provider of HVAC equipment solutions. Headquartered in North Vancouver, we've grown from a manufacturer's representative to the region's foremost HVAC solutions provider, serving British Columbia and the Yukon. We specialize in meeting the HVAC equipment needs of building owners, mechanical contractors, engineering, procurement, and construction (EPC) firms. Whether it's for industrial, commercial, or institutional applications, our extensive HVAC knowledge and technical expertise drive our commitment to excellence. Olympic Service, a division of Olympic International Sales, is rapidly growing, and we are seeking highly skilled and motivated individuals to join our team! We specialize in servicing and maintaining HVAC equipment, such as Daikin Comfort, Daikin Applied, Aermec, and various other products. We pride ourselves in being a top-tier HVAC solutions provider, promoting high-level customer service and industry-leading technological assistance. Role Overview: The Service Project Coordinator plays a vital role in ensuring the successful execution and delivery of service projects. Acting as the central liaison between service delivery team, field technicians, the service project coordinator helps drive progress, prevent delays, monitor project budgets, and maintain clear communication across all parties. Success in this role requires aligning technicians, materials, schedules, subcontractors, and client expectations to ensure seamless project delivery. Key Responsibilities: Project Planning & Scheduling: Coordinate project schedules, labour requirements, site access, materials and replacement parts. Collaborate with the Dispatcher, Service Manager, and Field Foremen to allocate resources. Monitor project progress, identify potential delays, and communicate schedule changes. Meet with stakeholders to review details ensuring alignment on project plan. Procurement & Logistics: Coordinate the purchasing and delivery of materials, and replacement parts. Arrange subcontractors, equipment rentals, cranes, and other project requirements. Track outstanding orders and ensure materials are available before scheduled work. Financial Tracking Monitor project budgets, labour hours, material costs, and subcontractor expenses. Identify cost overruns and potential change orders for management review. Ensure project costs are accurately recorded and prepared for invoicing. Review project costing and generate report to share with Service Manager. Customer Communication Act as the primary coordination contact for assigned service projects. Provide customers with project updates and coordinate scheduling requirements. Collaborate and assist with making pre-approved field level decisions with Technicians/Foreman. Escalate customer concerns and changes in project scope to the Service Manager. Project Documentation & Closeout Maintain accurate project records within company management systems. Review and revise project plan if required, document any changes in scope Ensure service reports are completed. Coordinate project closeout and ensure timely submission for final invoicing. Fulfilling additional responsibilities as assigned. Qualifications & Skills: Education, Licenses and/or Certification, Experience Required Bachelor’s degree or college diploma in business administration, project management, engineering or working towards these qualifications. Minimum 1–4 years of recent experience in project coordination, administration, or operations. Experience in commercial HVAC, mechanical contracting, or building services preferred. Strong organizational, communication, and problem-solving skills. Understanding of project budgets, purchasing, cost tracking, and invoicing. Proficiency in Microsoft Office, Business Central, SharePoint, Adobe, and experience with ERP or field service management software. Experience with XOI Vision is an advantage. Ability t…

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