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HVAC & AE Senior Projects Coordinator

Join Panta and lead the coordination and successful delivery of HVAC & AE projects, ensuring quality, efficiency, and timely completion. Bring your project leadership and technical expertise to a growing team driving complex solutions.

Job Summary

The Senior Project Coordinator is responsible for the overall coordination, control, and successful delivery of HVAC & AE projects. The role provides leadership to the Project Coordination team, acts as the main escalation point for complex projects, and ensures projects are executed efficiently, safely, on time, and in line with contractual and quality requirements.

Key Responsibilities

  • Lead and oversee multiple HVAC & AE projects from handover to final completion
  • Act as the primary escalation point for technical, operational, and client-related issues
  • Coordinate and supervise Project Coordinators (PC1 and PC2), providing guidance and support
  • Liaise closely with the Head of Sales, Department Manager, COO, and other stakeholders on project priorities and execution
  • Take over projects from Sales, ensuring full understanding of client requirements, scope, and systems sold
  • Review and approve project programmes, installation methodologies, and commissioning plans
  • Coordinate installers, subcontractors, suppliers, and internal departments
  • Monitor project timelines, risks, and overall performance
  • Oversee commissioning activities and ensure proper documentation and handover
  • Coordinate with Technical Lead on faults, technical issues, and system performance
  • Support stock planning and material availability in coordination with administration and customer care
  • Include any important software, equipment, or methods needed for the job
  • Oversee the maintenance and control of key project documentation (BOQs, delivery notes, subcontractor invoices, job sheets), ensuring completeness, audit readiness, and compliance
  • Review, validate, and update BOQs and SFM estimates in line with approved variation orders, ensuring all project records reflect the latest authorized changes
  • Monitor project cost performance by reviewing variances between actual costs and BOQ estimates, guiding the team in identifying root causes and implementing corrective actions
  • Supervise the lifecycle management of delivery notes, ensuring timely closure, adherence to procedures, and control over unnecessary issuance to maintain cost efficiency
  • Ensure accurate tracking and closure of job statuses (Open, In Progress, Closed), enforcing discipline in timely system updates to support reliable financial reporting and revenue recognition
  • Split orders into materials and extras to ensure accurate tracking, costing, and processing throughout the project lifecycle
  • Coordinate with Stores to ensure that costs are transferred to Work in Progress (WIP) once delivery notes are closed, supporting accurate and timely project accounting
  • Oversee inventory control practices, ensuring proper reconciliation, timely return of unused stock, and alignment with project records
  • Promote and ensure compliance with ISO 9001 (Quality Management) and ISO 14001 (Environmental Management) standards across all projects.
  • Enforce a zero-tolerance policy for any abusive, harassing, or discriminatory behavior in the workplace. Incidents or concerns must be escalated promptly to maintain a respectful, professional, and inclusive environment for every team member.
  • Follow company policies, procedures, and legal requirements.
  • Comply with all workplace health and safety rules, use personal protective equipment as required, and report any hazards or unsafe conditions immediately

Working conditions

  • The Senior Project Coordinator will be based at the Head Office and will also carry out duties on project sites, ensuring compliance with standard employment conditions and site safety protocols.

Reporting Structure / Accountability

  • The Senior Project Coordinator will report directly to the AE & HVAC Department Manager or to a designated person in their absence.
  • The Project Coordinator team, AE & HVAC Installer, AE & HVAC General Labor and the Plan Equipment & Site Inspection Assistant will report to the Senior Project Coordinator.

Qualifications, skills and experience

  • Relevant experience in project coordination, project management, HVAC, MEP, building services, or a related engineering environment is a must
  • Proven experience in coordinating multiple projects simultaneously, from project handover through installation, commissioning and final completion.
  • Previous experience in a senior project coordination or project management role, with responsibility for guiding or supervising team members.
  • Ability to interpret and work with technical drawings, specifications, BOQs, SFM estimates, project programmes and variation orders.
  • Strong understanding of project cost control, including monitoring actual costs against estimates, identifying variances and implementing corrective actions.
  • Experience with materials planning, procurement, stock control, delivery notes, job sheets and Work in Progress (WIP).
  • Good knowledge of project documentation and document control, ensuring records are complete, accurate, up to date and audit-ready.
  • Experience coordinating installers, subcontractors, suppliers, consultants, clients and internal departments.
  • Excellent organisational and time-management skills, with the ability to manage multiple priorities, deadlines and project requirements.
  • Strong leadership and communication skills, with the ability to coach, guide and support Project Coordinators.
  • Ability to work effectively with senior management, including the Head of Sales, Department Manager, COO and other key stakeholders.
  • Proficient in Microsoft Office, particularly Excel, Word and Outlook.
  • Experience with ERP, project management, job costing, inventory or document management systems is highly desirable.
  • High attention to detail and accuracy, particularly when dealing with costs, project documentation, orders, invoices and system records.
  • Ability to work independently, take ownership of projects and make sound decisions within the scope of responsibility.
  • A valid driving license is considered an advantage.
  • Experience within an HVAC sales and project environment would be considered a strong asset.
  • Strong Analytical and problem-solving skills
  • Clear and concise communication skills
  • Foster a collaborative work environment

 

This job description outlines the core responsibilities and expectations associated with the Senior Project Coordinator role. These may evolve to align with company objectives and operational needs. Flexibility to adapt to additional tasks is expected in support of the organization’s continued success.

 

Please note that the job title may be subject to change in line with the Company’s organisational structure & alignment and business requirements.