Heat Pump Project Coordinator

JOB TITLE:             Heat Pump Project Coordinator   

DEPARTMENT:    Conservation                                                      

REPORTS TO:       Director of Conservation

SALARY:                 $25 – $30 hour/FT



The HWAP Project Coordinator is responsible for coordinating job files for heating system projects and related repairs.  The job includes communication with contractors, Self Help Inc Conservation team members and our clients.  It also includes managing project file documentation.



  • Works with the outreach and auditing teams to set up files and helps qualify potential clients for the prospective Heat Pump projects.
  • Engage all clients by understanding and addressing their needs whether within or outside the scope of work.
  • Schedules audits with Heat Pump clients and can discuss next steps of this service with the client.
  • Performs project initial inspection and quality checks as time permits.
  • Coordinates contractor bids with documentation collected at the audit and can prepare the funding request.
  • Makes funding requests for heat pump projects to the appropriate funding source(s).
  • Sends out work orders for heat pump projects to specified contractors upon approval from the funding source.
  • Prints contractors’ invoices and documentation and organizes file per program guidelines.
  • Schedules quality check of the installed system.
  • Manages the Heat Pump project pipeline dashboard, follows up with contractors on outstanding proposals etc.
  • Processes work orders for Hybrid Hot Water Heater Opportunities.
  • Provides client energy conservation education.
  • Requests updated insurance certificates and specialty licenses from contractors.
  • Performs selective outreach to potential clients.
  • Performs weekly bulk upload to Salesforce database with new eligible clients.
  • Is cross trained and serves as a backup to the Weatherization Project Coordinator
  • Other duties as assigned.

PRIMARY RESPONSIBILITIES – In Support of Traditional Heating Systems

  • Prints contractors’ invoices and documentation and organizes file per program guidelines.
  • Approves service invoices for payment according to department processes.
  • Schedules quality check visits for the auditing team upon the completion of projects that require a quality check.
  • Can perform a heat loss calculation if necessary.


  • Attend and participate in engagement team meetings as requested and communicate effectively with clients and staff in other areas.
  • Maintain confidentiality of client, employee, and agency information in accordance with federal and state laws and funding source requirements.
  • Ability to multitask.
  • Maintain program records according to established standards.
  • Ability to communicate technical terms to a diverse client base.
  • Strong computer skills with the ability to use Microsoft Office Products, Salesforce experience is a plus.
  • Ability to calculate dimensions, area, and volume.
  • Commitment to working with people of different backgrounds and income levels.
  • Ensure compliance with program/department, agency and /or funding source requirements, as well as Self Help Inc. policies and procedures.


  • Ability to sit at a desk for extended periods of time.
  • Ability to lift 10 lbs. frequently and up to 50 lbs. occasionally.


Travel within the state may be required for training.  As part of the responsibilities of this position, the Administrative Coordinator will have direct or incidental contact with clients served by Self Help Inc. in various programs funded or administered through the Executive Office of Health and Human Services.  A Successful background check and proof of vaccination is required.

SHI is an equal opportunity employer and will not discriminate on the basis of race, creed, color, sex, national origin, age, disability, religion, ancestry, marital status or sexual preference, political or union affiliation.

Email: jpreuss@selfhelpinc.org

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