Project Coordinator-UHP

We have an opportunity for a motivated individual to join our Operations team as Project Coordinator-UHP. In this position, the successful candidate will manage the day-to-day operations of the engineering pipeline, including intake, tracking, documentation, vendor and contractor coordination, and utility incentive paperwork. This role will help ensure the engineering team can focus its time and expertise on design.

Why This Role Is Important

Every Budderfly HVAC and electrification project generates surveys, equipment information, contractor scopes, and incentive documentation. This role keeps that information organized, and the engineering pipeline moving, allowing engineers to focus on design and ensuring projects and incentives stay on track.

Responsibilities

• Own the engineering pipeline tracker. Maintain project status from survey intake through design, quoting, equipment release, installation, and incentive payment. Keep forecast dates current, identify risks, and escalate issues when needed.
• Manage survey intake. Review site surveys and test-and-balance reports for completeness, follow up with field teams and contractors for missing information, and enter equipment, curb, electrical, and hood data into engineering worksheets.
• Facilitate incentive paperwork from application through payment. Determine required documentation based on utility program requirements; assemble pre-approval and post-installation applications; gather equipment documentation, invoices, and photographs; coordinate submissions with the Incentives team; and track applications through payment.
• Coordinate installing contractors and equipment vendors. Within established guidelines, approved minor scope adjustments and equipment substitutions without prior approval. Issue scopes of work and equipment schedules, track quotes and submittals, follow up on equipment lead times and deliveries, and coordinate returns of unused equipment.
• Recommend improvements to vendor selection, project sequencing, and engineering processes.
• Support design engineers. Populate scope-of-work and load-calculation workbooks, run standard savings calculators, prepare equipment schedules and bills of materials, and maintain design templates, sizing standards, and calculation tools.
• Prepare the weekly engineering pipeline report for Operations leadership, including projects by stage, forecast installation dates, incentive dollars by expected payment quarter, and at-risk items.
• Maintain the engineering document library, including surveys, design packages, submittals, commissioning records, and incentive files, so projects can be easily accessed and picked up by any engineer.
• Schedule and track site visits, contractor walkthroughs, commissioning, and document outcomes.
• Manage day-to-day pipeline activities under the general oversight of the Senior Manager of Energy Engineering, who sets priorities and handles exceptions. Collaborate closely with Project Management, Field Operations, the Incentives team, and installing contractors.

Desired Skills and Experience

• Associate or bachelor's degree in engineering technology, construction management, business, or a related field. Recent graduates with relevant internship or co-op experience are encouraged to apply.
• 1–3 years of experience in engineering, construction, facilities, or project coordination, or equivalent internship experience supporting a technical team.
• Exposure to commercial HVAC, mechanical contracting, or building construction. You do not need to design systems, but you should be able to read and understand surveys, equipment schedules, and scopes of work.
• Experience with utility incentive or rebate programs, or a comparable regulated application and documentation process, is a strong plus.
• Highly organized, with the ability to manage multiple projects and priorities without letting details fall through the cracks.
• Strong Excel skills, including experience working with structured workbooks and templates. Smartsheet, Airtable, or similar tracking tools are a plus.
• Clear, concise written communication and strong follow-up skills.
• Comfortable working directly with contractors and vendors and following through until tasks are completed.
• Willingness to travel to project sites approximately 10% of the time.

Location: Remote