Project Coordinator

A FirstCall Mechanical Company

PROJECT COORDINATOR

Location: Austin, TX (Hybrid)

WHO IS FIRSTCALL MECHANICAL?

FirstCall Mechanical is a leading provider of commercial and industrial HVAC, building controls, electrical, and plumbing services. FirstCall serves a wide array of facility and customer types, including distribution centers, industrial plants, universities, airports, healthcare facilities, self-storage units, and more. With approximately 700 employees across Ohio, New York, Virginia, Tennessee, North Carolina, South Carolina, Georgia, Florida, and Texas, FirstCall is committed to building durable partnerships. The company is actively expanding its operations nationwide and partnering with organizations that share its dedication to quality and customer satisfaction.

FirstCall Mechanical not only partners with companies to nurture growth in the market, but also provides equal focus on employee growth and development as well. We believe when YOU succeed, we all succeed, so we strive to be the first call for talented team members who want a career, not just a job.

Benefits Overview

FirstCall Mechanical values our employees' well-being, growth, and success! Employees are offered a robust benefits package, including:

• Competitive Weekly Pay
• Comprehensive Healthcare Coverage - Medical, Dental, Vision, + More (Includes some 100% Company-paid plans)
• Financial Resources - 401(k) Retirement Savings Plan with a 5% match, Life Insurance, Short & Long-Term Disability
• Time-Off & Holidays - Up to 4 weeks of Paid Off, 9 Paid Holidays + Veterans Day for Veterans
• Career Growth & Development- Company-sponsored education and career advancement programs like the FirstCall Academy, the Learning & Education Assistance Program (LEAP), and the FirstCall Progression Program
• Generous Referral Bonus of $2,500 per referral
• Role-Specific Perks - Company vehicle or allowance, mobile phone or phone allowance, uniforms, and work boot allowances

Position Overview

The Project Coordinator will work closely with the Org Change Manager and other key stakeholders to execute activities and administrative tasks, ensuring the successful completion of organizational change, new org integrations, and internal communications projects.

Job Responsibilities

• Execute key administrative activities for all Organizational Change Projects
• Participate in all Org Change Project Meetings, take & disseminate notes
• Ensure communication plans are executed on schedule
• Coordinate scheduling and logistics for project activities and meetings
• Create supporting materials for key meetings and events – printed and digital
• Ensure project activities and costs are tracked, documented, and filed correctly
• Provide support for M&A Integrations; Onboarding New Partners to FirstCall
• Organize and track meetings & travel schedules related to Integration
• Coordinate key integration events – Town Hall, Onboarding, Trainings, etc.
• Create Integration Binders; materials are customized for each company
• Monitor integration Q&A inbox and disseminate requests appropriately
• Provide support for Market Consolidations & Subsidiary Rebrands
• Manage vendors – uniforms, fleet, I.T., Signage, Etc, coordinate orders
• Track spend on rebrands; collaborate with finance and accounting
• Facilitate internal employer branding activities and internal comms projects
• Manage internal comms calendar and support monthly comms planning
• Coordinate the execution of communication activities

Accountabilities

• Project Coordination Activities are executed in a thorough and timely manner
• Communication plans are executed on schedule
• Tracking for all org change projects is thorough, and schedules are kept up to date
• Meeting materials are of high quality and are always delivered by set deadlines

ORGANIZATIONAL ALIGNMENT

This position reports to the Organizational Change Manager and is a member of the People Team.

QUALIFICATIONS

• 1–3 years of experience in project coordination, administrative support, or operations — experience in a fast-paced or multi-entity environment preferred
• Extremely organized with the ability to manage multiple projects and deadlines simultaneously
• Excellent written and verbal communication skills; able to draft clear meeting notes, summaries, and correspondence, and draft on-brand, goal-oriented messaging appropriate for the purpose and that reflect the personality of the organization.
• Experience in Project Management Tools and Microsoft Office Suite
• Experience coordinating logistics for meetings, travel, and in-person events
• High Integrity – maintain confidentiality and discretion, particularly during M&A activity and leadership transitions
• Comfortable working cross-functionally with operations, finance, accounting, IT, HR and external vendors
• Detail-oriented with strong follow-through; able to track tasks and hold others accountable to timelines

BEHAVIORAL PROFILE

Organized – Ability to manage multiple deliverables for multiple projects simultaneously, document project activities in a clear and organized manner

Supportive – Desire and ability to contribute to the success of Organizational Change projects; Team oriented; willing to be flexible to ensure success

Relational - Strong interpersonal skills including the demonstrated ability to develop quick rapport, listen and communicate effectively at all levels of the organization, communicating both in writing and verbally.

Resourceful - Creative, innovative in finding solutions to challenges.

Decisive and action-oriented – Confident in making decisions to ensure deliverables are met; escalates quickly when necessary; does not let challenges linger

Competent – Ability to consistently deliver on commitments, holds self to a high standard of performance