Refrigeration Project Coordinator Five Star Refrigeration, Inc

Project Coordinator

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

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.

• 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

• 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

• 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

• 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.

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Smart Care is a national repair and service provider for commercial food service, refrigeration, and cold storage equipment. Our offering of comprehensive mechanical services includes hot side cooking equipment, stand‑alone refrigeration, specialty coffee and beverage, complex rack refrigeration and HVAC.

Smart Care is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other protected class status. All qualified individuals are encouraged to apply. If you need a reasonable accommodation with respect to Smart Care's application or hiring process due to a disability, please contact the Human Resources department at