Role Overview
Join a company that's been serving Metro Vancouver and the Sea to Sky Corridor for over 40 years, where you'll play a key role in coordinating commercial mechanical and HVAC installation projects while working with an experienced, supportive team.
As an Install Project Coordinator, you'll help manage installation projects from the initial customer request and quoting stage through to completion and billing. You'll work closely with customers, estimators, field technicians, suppliers, subcontractors, and internal teams to keep projects organized, on schedule, and moving forward. If you are highly organized, customer-focused, and enjoy coordinating multiple moving parts in a fast-paced environment, we'd love to hear from you.
About Haakon
Haakon Mechanical Services has been delivering trusted HVAC and mechanical system installations, service, maintenance, and renovations since 1983. We are committed to high-quality workmanship, lean principles, innovative solutions, and continuous improvement.
What You'll Do
- Manage incoming requests for new installation project quotes and assign opportunities to the appropriate team members.
- Assist with reviewing bidding documents, drawings, and scopes of work for potential project opportunities.
- Coordinate the installation project workflow from initial lead through project completion and billing.
- Plan, sequence, and manage the scheduled work calendar for the field technician team.
- Collaborate with estimators and managers to prepare and create customer quotes in our system.
- Schedule customer site visits for quotations when required.
- Provide customers with required documentation, including WorkSafeBC clearance letters, insurance certificates, and other project-related documents.
- Assist technicians and estimators with gathering supplier pricing and information when required.
- Order equipment and materials from suppliers for upcoming projects.
- Coordinate with subcontractors, equipment rental companies, and other external partners.
- Coordinate deliveries to project sites with the company truck driver.
- Manage the permit process from application through declaration and closure with municipalities and Technical Safety BC.
- Coordinate permit declarations and arrange for field technicians to meet with city inspectors.
- Assist technicians with permit pricing and related requirements when needed.
- Liaise with property managers, building operators, and customers while providing administrative support to the field team to help resolve project-related issues.
- Provide customers with regular project progress updates.
- Review and reconcile project materials and labour time entries.
- Review and reconcile new equipment entries in our system.
- Coordinate equipment warranty registrations and arrange service technician recalls to site when required.
What You'll Bring
- A minimum of 3 years of experience in customer service-related roles is required.
- Proven customer service experience and a strong commitment to delivering an exceptional customer experience.
- Previous project coordination or project management experience is an asset.
- Experience in the mechanical trades or a related industry is considered an asset.
- Previous experience working in a service-based business, such as home services or B2B services, is preferred.
- Please note that candidates with only call centre experience will not be considered.
- Strong written and verbal English communication skills.
- Excellent organizational and time-management skills, with the ability to manage multiple priorities and projects simultaneously.
- Exceptional interpersonal skills, with the ability to handle customer inquiries, concerns, and complaints with professionalism, sound judgment, and empathy.
- A strong ability to collaborate effectively with field technicians, customers, suppliers, and internal stakeholders.
- A demonstrated growth mindset and an interest in leading or contributing to process improvement initiatives.
- Proficiency with Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint; experience with Google Workspace is an asset.
- Familiarity with CRM software and service management systems is an asset.
- Fast and accurate typing skills with strong attention to detail.
- A basic understanding of mechanical systems, or the ability and willingness to learn quickly.
Additional Responsibilities
- Perform other duties as assigned by management, contributing to the overall success and efficiency of the team.
- Follow all company policies and procedures in effect from time to time.
Thank you for your interest in Haakon Mechanical Services. While we appreciate all applications, only candidates selected for an interview will be contacted.
Pay: $55,000.00-$70,000.00 per year
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
- Wellness program
Ability to commute/relocate:
- Richmond, BC V7A 4X8: reliably commute or plan to relocate before starting work (required)
Experience:
- Customer Service: 3 years (required)
- Project Management : 1 year (required)
- Home Services / Trades Industry: 2 years (preferred)
Work Location: In person
