Refrigeration Project Coordinator Five Star Refrigeration, Inc

ve Star Refrigeration recognizes that the strength of a company lies in the caliber of its workforce, our commitment is to attract, recruit, and retain the most talented individuals in our industry. This involves a constant effort to enhance the work environment, leverage training prospects, provide competitive compensation and benefits, and ensure a balance between professional and personal aspects of our employees' lives.

Project Coordinator

Location: Brooksville, FL (In-Office)
Schedule: Monday–Friday, 7:30 AM – 5:00 PM (½-hour lunch)
Hours: 45+ hours per week

Position Summary

The Project Coordinator plays a critical role in supporting active construction projects by managing administrative, financial, and coordination functions. This position operates in a fast-paced environment that requires strong multitasking skills, urgency, organization, and a proactive, team-oriented mindset.

This is a hands-on, in-office role for someone who thrives on staying ahead of deadlines, jumping in where needed, and ensuring projects move forward without disruption. The Project Coordinator works closely with Project Managers, field teams, the Construction Operations Manager, and Finance to keep payroll, materials, billing, scheduling, and documentation accurate and on track.

Many responsibilities are time-sensitive and directly impact payroll, revenue cycles, and job progress.

Key ResponsibilitiesProject & Field Coordination

• Review, correct, and submit daily construction timesheets; coordinate directly with field personnel to resolve discrepancies promptly
• Submit field employee time-off requests for approval and update dispatch software and company calendar accordingly
• Coordinate material orders and equipment rentals with Project Managers and field teams to ensure timely jobsite delivery
• Process and track material requisitions and rental agreements
• Assign and track job numbers
• Maintain organized electronic and physical project files

Financial & Billing Support

• Prepare and submit monthly job progress billings in coordination with Project Managers
• Prepare, track, and invoice change orders
• Maintain Work-in-Progress (WIP) schedules for monthly review with Construction Manager and Finance
• Reconcile company credit card charges with accurate job coding and documentation
• Track assigned projects to ensure billing, procurement, and documentation remain current
• Proactively follow up with Project Managers on outstanding items to prevent billing or operational delays

Bidding & Proposal Administration

• Download and organize drawings and documentation for RFPs
• Log new bid opportunities into the company bid calendar
• Assist in preparing and submitting proposals and RFP responses
• Upload and maintain all bid documents in a consistent, organized format within the shared drive
• Track proposal deadlines to ensure timely submission

What We’re Looking For

• Strong multitasking ability in a deadline-driven environment
• Team player with a “jump in and get it done” attitude
• High sense of urgency and accountability
• Exceptional attention to detail, especially with financial documentation and job costing
• Ability to manage multiple active projects simultaneously
• Strong communication skills with field staff, vendors, and leadership
• Highly organized with disciplined document control
• Ability to work independently and anticipate project needs

We invite you to apply for this position if you have the necessary skills and experience. We offer competitive pay and benefits, including medical insurance, retirement plans, and opportunities for career advancement. Join our team of skilled technicians and contribute to our mission of providing efficient refrigeration solutions.