Hunton Trane, a division of Hunton Group in Houston, TX, is seeking to hire a detail-oriented Inside Equipment Project Coordinator to support the execution of commercial HVAC equipment projects. This position will work closely with the Inside Equipment Sales team, project managers, customers, manufacturers, vendors, and internal departments to coordinate equipment orders from project booking through delivery and closeout.
The selected candidate will assist with project setup, equipment submittals, purchase orders, order entry, delivery coordination, invoicing, and project documentation. The ideal candidate will be highly organized, comfortable managing multiple projects and deadlines, and committed to maintaining accurate records and timely communication throughout the equipment-order process.
Come work for an industry leader that has been recognized both locally and nationally as one of the Top Places to Work!
Key Responsibilities
- Support Inside Equipment Sales representatives and project managers throughout the lifecycle of commercial HVAC equipment projects.
- Review project booking packages, proposals, customer purchase orders, equipment schedules, and related documentation for completeness.
- Enter new projects and equipment orders into applicable company and manufacturer systems.
- Prepare, organize, and distribute equipment submittals, product data, drawings, and other required project documentation.
- Track submittal reviews, approvals, revisions, and equipment releases.
- Coordinate equipment orders and releases with manufacturers, vendors, sales representatives, and project managers.
- Generate and process purchase orders based on approved project information and direction from the project team.
- Monitor equipment production status, estimated ship dates, delivery schedules, and outstanding order requirements.
- Communicate order status, schedule changes, delays, and other project updates to internal teams and customers.
- Coordinate equipment deliveries with customers, contractors, manufacturers, warehouses, and jobsite contacts.
- Maintain delivery documentation and assist with resolving shipping shortages, damages, or other equipment discrepancies.
- Process and route vendor invoices for review and approval.
- Assist with customer invoicing by confirming equipment releases, shipments, deliveries, and applicable billing milestones.
- Maintain complete and organized project files, including proposals, purchase orders, submittals, approvals, equipment schedules, delivery documents, invoices, and customer correspondence.
- Assist with documenting and processing changes to equipment quantities, selections, pricing, or delivery requirements.
- Coordinate information among Sales, Project Management, Accounting, Operations, Service, manufacturers, vendors, and customers.
- Assist with warranty documentation, startup coordination, and project closeout as needed.
- Identify missing information, order discrepancies, and scheduling concerns and communicate them to the appropriate team members.
- Perform other project coordination and administrative responsibilities as assigned.
Qualifications
- Previous experience in project coordination, sales support, order management, construction administration, or a related administrative position preferred.
- Experience supporting commercial HVAC, mechanical equipment, construction, manufacturing, or engineered-product projects preferred.
- Experience working with purchase orders, invoices, equipment orders, submittals, and delivery schedules preferred.
- General knowledge of commercial construction or HVAC equipment processes is a plus.
- Proficiency with Microsoft Office 365, including Outlook, Excel, Word, and Teams.
- Experience using CRM, ERP, project management, or manufacturer ordering systems preferred.
- Ability to review and understand basic equipment schedules, product data, project specifications, and construction documents is a plus.
- Willingness and ability to learn Trane products, manufacturer ordering systems, and internal project processes.
- Excellent written and verbal communication skills.
Skills Required
- Proficiency with Microsoft Office 365, including Outlook, Excel, Word, and Teams.
- Excellent written and verbal communication skills.
- Highly organized and detail-oriented with ability to manage multiple projects and deadlines.
- Previous experience in project coordination, sales support, order management, construction administration, or related administrative position.
- Experience supporting commercial HVAC, mechanical equipment, construction, manufacturing, or engineered-product projects.
- Experience working with purchase orders, invoices, equipment orders, submittals, and delivery schedules.
- Experience using CRM, ERP, project management, or manufacturer ordering systems.
- Ability to review and understand basic equipment schedules, product data, project specifications, and construction documents.
- Willingness and ability to learn Trane products, manufacturer ordering systems, and internal project processes.
What We Do
HTI Ltd, operating as HuntonTrane within the Hunton Group, is a commercial and industrial HVAC solutions provider. It supplies Trane HVAC equipment and ancillary products, delivers building-systems automation and integration, and provides HVAC equipment service. Its offerings support contractors, engineers, building owners, and major construction or renovation projects, with a focus on improving indoor environments, energy efficiency, and building performance.
