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MR. AIR NYC

Project Coordinator -- Bilingual English/Chinese

Location: Brooklyn, NY/New York City Field Support. This role includes occasional travel to job sites throughout Brooklyn, Manhattan, and Queens.

Keep Premium Projects Moving With Clarity and Care.

MR. AIR NYC is a specialized HVAC and building science company serving New York City homeowners, Brownstones, townhomes, historic properties, and complex retrofit projects. We combine technical HVAC knowledge, energy auditing, 3D scanning, clear communication, and professional project execution to deliver a better experience from consultation through installation and service.

We are hiring a Project Coordinator to help connect the office, clients, vendors, and field teams so projects stay organized, clear, and on track. This is a highly communication-driven role that requires strong follow-through, client care, and the ability to manage changing priorities.

The ideal candidate is bilingual in English and Chinese, organized, tech-savvy, and comfortable working with both customers and field teams. This role is a great fit for someone with project coordination, construction coordination, HVAC, remodeling, office/field support, or even event/wedding planning experience where timing, communication, and vendor coordination are essential.

Key Responsibilities

Coordinate daily project communication between customers, installers, technicians, vendors, and internal team members
Help organize schedules, job details, project updates, materials, documents, photos, and follow-ups
Communicate with clients in a professional, calm, and helpful manner throughout the project process
Support field teams by helping clarify job scopes, project details, access needs, material needs, and customer expectations
Read and interpret basic floor plans, project notes, photos, and site documentation
Use company applications and digital tools to track project progress and communication
Help identify priorities, next steps, and potential issues before they delay the project
Coordinate with vendors, suppliers, and internal staff regarding materials, timing, and project needs
Maintain accurate records, updates, and documentation in company systems
Support the company's process-driven approach while remaining flexible and solution-oriented

Qualifications

Fluent English required; Mandarin and/or Cantonese strongly preferred due to customer communication needs.
2+ years of project coordination, construction coordination, office/field coordination, or related experience preferred
HVAC, mechanical, remodeling, construction, or home services experience is a strong plus
Ability to read basic floor plans and understand project documentation
Valid driver's license with a clean driving record required
A personal vehicle is a plus but not required
Strong communication skills and ability to coordinate between customers and field teams
Highly organized, responsive, punctual, and able to prioritize changing tasks
Comfortable using phone apps, tablets, digital documentation tools, and company software
Customer-focused mindset and ability to communicate professionally with homeowners
Must be able to pass a background check and applicable employment screening in accordance with company policy and local law

Pay and Benefits

Job Type: Full-Time, W-2 Employee
Pay: $45,000-$75,000 per year, based on experience
After successful completion of the probationary period:
10 days paid time off
Paid federal holidays
Health insurance available, with a company contribution of 50%
IRA retirement plan with company match up to 3%
Training on company systems, HVAC project workflows, and building science documentation
Growth opportunity as the company expands its project operations team

Why MR. AIR NYC

MR. AIR NYC is a small, growing company where communication, teamwork, and good ideas matter. You will work closely with leadership, field teams, and customers while helping create a smoother project experience for everyone involved. This role is ideal for someone who enjoys organizing moving pieces, calming client concerns, and making sure no detail falls through the cracks. If you want to be part of a supportive, flexible, and process-focused team, this is a strong place to grow.

MR. AIR NYC encourages applications from qualified candidates of all backgrounds and experiences.

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Project Coordinator — Bilingual English/Chinese

\n\n

Position overview

This document describes the role, objectives, success metrics, responsibilities, limits of authority, and required capabilities for the Project Coordinator position at Mr. Air NYC. The Project Coordinator is responsible for driving day‑to‑day execution of an assigned project, maintaining the plan and schedule, tracking task completion, facilitating coordination among team members and stakeholders, and serving as the primary operational point of contact for execution. This role is explicitly execution‑focused and does not include authority over project scope, budget, or resource allocation; it escalates decisions to the accountable manager or sponsor.

The position requires bilingual fluency (English and Chinese) in oral and written communication to support internal teams and external stakeholders where both languages are required. The Project Coordinator operates under direction from a Project Manager, Sponsor, or Functional Manager and is accountable for keeping project activities aligned to approved plans and milestones.

\n\n

Primary responsibilities

Maintain and update the project plan and master schedule; ensure baseline and current schedules are documented and accessible.
Assign, track, and verify completion of project tasks; maintain a task register with owners, due dates, statuses, and dependencies.
Facilitate regular team coordination: prepare agendas, run or support status meetings, capture and distribute minutes and action items in both English and Chinese as required.
Monitor progress against milestones; highlight deviations, trends, and recovery options to the responsible manager or sponsor.
Identify, document, and escalate risks, issues, and blockers in a timely manner; follow escalation paths and ensure responses are tracked to resolution.
Produce periodic status reports and dashboards for the Project Manager, Sponsor, or Client; tailor reports to audience level and language requirements.
Coordinate vendors and third parties for logistics, deliverable handoffs, and operational tasks as delegated; act as the coordination point but not the contract authority.
Track delegated expenses and budget status where assigned; report variances and change requests to the accountable manager rather than approving changes.
Maintain project documentation (plans, decisions, meeting records, approvals) and a clear auditable trail of execution activities in both languages as applicable.
Support handoffs, testing, and closeout activities to ensure contractual and quality deliverables are met; compile lessons learned and archival documentation.

\n\n

Objectives & Key Results (OKRs)

Objective: Keep the project on schedule and ensure timely delivery of agreed milestones.\n
- KR1: 95% of scheduled milestones met or recovered within the project’s defined recovery window each quarter.
- KR2: Task completion rate ≥ 90% against planned tasks per reporting period.
\n
Objective: Maintain clear, actionable communication among stakeholders in both English and Chinese.\n
- KR1: 100% of weekly status reports distributed on schedule in the required language(s).
- KR2: <1 business day average response time to stakeholder requests for status or clarification during business hours.
\n
Objective: Proactively identify and escalate risks and impediments to prevent schedule or scope impact.\n
- KR1: 100% of newly identified critical risks/issues logged and escalated within one business day.
- KR2: 90% of escalations include recommended mitigation actions and an owner assigned within one reporting cycle.
\n
Objective: Maintain accurate project records and financial tracking as delegated.\n
- KR1: Project documentation completeness score ≥ 95% against the project checklist at each milestone gate.
- KR2: Expense and budget items tracked and reconciled to within accepted variance thresholds (per company practice) each month when delegated.
\n

\n\n

Key Performance Indicators (KPIs)

Milestone adherence rate (percentage of milestones completed on or before target date).
Task completion percentage per reporting period.
Average time to escalate critical issues/risks from identification to escalation.
Stakeholder satisfaction (operational) score regarding communication clarity and timeliness — measured via periodic internal surveys.
Documentation completeness and auditability score at milestone gates and closeout.
Accuracy of delegated budget/expense tracking (variance against actuals) when assigned.
Response time to stakeholder information requests during business hours.

\n\n

Problems this role solves (internal and external)

Internal: Reduces execution friction by centralizing task tracking, clarifying ownership, and ensuring timely follow‑up so project teams can focus on their deliverables rather than coordination overhead.
Internal: Improves decision readiness by surfacing risks, blockers, and resource conflicts early to managers and sponsors with recommended options for response.
External: Provides single‑point operational contact for clients, vendors, and partners to request status, submit deliverables, or coordinate handoffs in English and Chinese, reducing miscommunication and delivery delays.
External: Ensures contractual and schedule commitments to clients are monitored and that deviations are communicated and managed through appropriate governance, protecting client relationships and contract performance.

\n\n

Key skills, abilities and knowledge required

Core skills, qualities, and experiences required to perform the duties and achieve the OKRs/KPIs include:

Bilingual proficiency: Professional written and verbal fluency in English and Chinese (Mandarin and/or Cantonese as specified by project context); ability to produce clear bilingual reports, correspondence, and meeting records.
Project execution skills: Demonstrated experience maintaining project schedules, task tracking, meeting facilitation, and progress reporting for medium complexity projects (construction, IT implementation, events, or comparable).
Risk and issue management: Facility identifying, documenting, and escalating risks/issues with recommended mitigations and owners.
Communication and stakeholder management: Clear, concise communicator capable of adapting content for technical and non‑technical audiences; strong interpersonal skills for cross‑functional coordination.
Organizational discipline: Strong attention to detail, time management, and the ability to maintain comprehensive, auditable project records.
Tools and technology: Proficiency with project management tools (e.g., MS Project, Smartsheet, Asana, Jira), productivity software (MS Office/Google Workspace), and basic dashboarding/reporting tools; ability to learn internal systems quickly.
Financial awareness: Basic understanding of expense tracking and budget variance reporting where delegated; ability to escalate financial issues with supporting detail.
Problem solving and judgment: Practical, execution‑focused thinker who distinguishes between actions that can be taken within coordinator authority and issues requiring escalation.
Collaboration and influence without authority: Ability to motivate task owners and vendors to meet commitments through follow‑up, clarity, and escalation when needed.
Adaptability: Comfortable managing changing priorities, fast‑paced environments, and multi‑stakeholder demands while preserving schedule integrity.
Relevant experience: 2–5 years in a coordinator or comparable execution role on projects of similar scale and complexity is typical; industry‑specific knowledge (construction, facilities, IT, events) is beneficial depending on assignment.

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Project Coordinator -- Bilingual English/Chinese

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