Job Information

EMCOR Group Project Coordinator in West Allis, Wisconsin


About Us:

Illingworth-Kilgust Mechanical is an innovative commercial HVAC, facilities, and MEP services company. Through innovative design, quality execution, and 90+ years of experience providing total mechanical solutions, we help clients across Wisconsin meet their facilities’ full lifecycle requirements.

We are looking for employees to be part of a rewarding, productive work environment. Together, we solve complex challenges, complete ambitious projects, and deliver top-quality service. Our drive to create more efficient, sustainable, comfortable environments for our customers continues to fuel our strong market position – and is the foundation on which our employees build fulfilling careers.

To encourage the development of your full potential, we offer vast opportunities to learn new skills and experience innovation at work.

Job Title: Project Coordinator - HVAC

Job Summary: The Project Coordinator is responsible for providing administrative support for their department, as well as to provide administrative support for the general office.

Essential Duties and Responsibilities:

  • Prepare prequalification statements.

  • Set up bids by creating estimate folders, and by downloading plans and specifications into estimate folders for all projects.

  • Prepare, review and edit Proposals, Planned Maintenance Agreements and bid forms.

  • Track bids and proposals by entering bid updates and updating CRM.

  • Responsible for bid forms, O&M manuals, job proposals, change order requests, submittals, subcontracts and vendor certifications of insurance for designated department.

  • Maintain job and bid files with quotes, Project Manager notes and customer correspondence.

  • Generate and distribute reports for Project Managers and technicians as needed.

  • Order lunches for meetings and schedule meetings for designated department.

  • Answer phones as needed

  • Perform Quality Assurance calls based on sample service orders

  • Assist with assembly of Budget watch for sales support

  • Assist with materials for customer presentations

  • Track Department (office & field) training

  • Assist with National accounts as required

  • As requested/delegated, distribute incoming faxes and mail appropriately.

  • As requested/delegated, prepare mail and packages for delivery.

  • Tend to vendors, visitors, delivery services, etc. that arrive at the front desk.

  • Process Permits as requested.

  • Order bid bonds and/or payment and performance bonds.

  • Set up jobs and process booking sheets.

  • Assist Project Managers and Department Managers with the planning and administration of projects.

  • Process contracts and change orders for jobs.

  • Order and track insurance certificates and customer certificates.

  • Participates in department meetings as requested.

  • Performs additional assignments as requested and maintains a teamwork attitude.


  • Three years of administrative experience is required.

  • Experience processing contracts is preferred.

  • Knowledge of Wisconsin Sales & Use Tax preferred.

  • Excellent verbal and written communication skills.

  • Must be able to handle confidential information.

  • Must be organized and able to prioritize tasks.

Notice to prospective employees: There have been fraudulent postings and emails regarding job openings. EMCOR Group and its companies list open positions here ( . Please check our available positions to confirm that a post or email is genuine.

EMCOR Group and its companies do not reach out to individuals to help with marketing or other similar services. If an individual is contacted for services outside of EMCOR’s normal application process – it is probably fraudulent.

We offer our employees a competitive salary and comprehensive benefits package and are always looking for individuals with the talent and skills required to contribute to our continued growth and success. Equal Opportunity Employer/Veterans/Disabled