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Key Responsibilities and Required Skills for HVAC Planner

💰 $65,000 - $95,000 Annually

ConstructionSkilled TradesProject ManagementEngineering

🎯 Role Definition

An HVAC Planner is the strategic backbone of our construction and facilities management projects. This role is responsible for meticulously developing, coordinating, and managing the end-to-end schedule for all HVAC-related activities, from initial design review to final system commissioning. You are the central point of contact who translates complex engineering designs into actionable, sequenced work plans for field teams. By ensuring that materials, labor, and equipment are in the right place at the right time, the HVAC Planner directly impacts project efficiency, budget adherence, and overall quality, preventing costly delays and ensuring a seamless workflow for technicians, subcontractors, and project managers. This is not just a scheduling job; it's about proactive problem-solving, risk mitigation, and expert-level coordination in a dynamic environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Experienced HVAC Technician or Lead Installer
  • Junior Project Coordinator or Project Engineer
  • CAD Drafter / BIM Modeler (with field experience)

Advancement To:

  • Senior HVAC Planner / Lead Planner
  • Construction Project Manager
  • MEP (Mechanical, Electrical, Plumbing) Coordinator or Manager

Lateral Moves:

  • Construction Estimator
  • Facilities Planner
  • Procurement Specialist

Core Responsibilities

Primary Functions

  • Develop comprehensive, resource-loaded project schedules for the installation, maintenance, and retrofit of commercial and industrial HVAC systems.
  • Interpret complex mechanical blueprints, P&IDs, submittals, and contract specifications to sequence all construction and service activities accurately.
  • Conduct thorough site assessments and pre-construction walkthroughs to identify potential logistical challenges, safety risks, and site-specific requirements.
  • Collaborate closely with project managers, design engineers, and construction superintendents to ensure alignment on project scope, timeline, and execution strategy.
  • Create and manage detailed work packages and job plans within our CMMS/ERP system, outlining the necessary labor, materials, tools, and safety permits for each task.
  • Monitor project progress against the baseline schedule, identify and analyze variances, and proactively develop recovery plans to mitigate delays.
  • Coordinate the procurement and delivery logistics for long-lead equipment and critical materials to ensure they arrive on-site in line with the construction sequence.
  • Lead planning and scheduling meetings with internal teams and subcontractors to communicate the work plan and resolve potential conflicts.
  • Prepare and maintain detailed shutdown, turnaround, and start-up plans to minimize impact on client operations during critical project phases.
  • Ensure all planned work adheres to relevant building codes, ASHRAE/SMACNA standards, and federal/local safety regulations.
  • Generate and distribute regular project status reports, including Gantt charts, look-ahead schedules, and progress curves for management and client review.
  • Perform resource forecasting and leveling to optimize the allocation of craft labor, equipment, and other resources across multiple projects.
  • Assist the estimating team during the bid phase by providing preliminary schedules, labor-hour estimates, and logistical insights.
  • Review subcontractor schedules and integrate them seamlessly into the master project schedule, ensuring logical and efficient workflow.
  • Manage the project documentation flow related to planning, including work orders, task lists, and completion records.
  • Identify and assess potential project risks related to scheduling and resource availability, and develop robust contingency plans.
  • Provide technical guidance to field crews regarding the intended sequence of operations and help troubleshoot planning-related issues.
  • Facilitate the hand-off from the construction phase to the commissioning team, ensuring all prerequisite tasks are completed as planned.
  • Track key performance indicators (KPIs) related to schedule performance, resource utilization, and planning accuracy to drive continuous improvement.
  • Develop and maintain a library of standard work plans and historical data for various types of HVAC projects to improve future planning efficiency.

Secondary Functions

  • Support ad-hoc project analysis and reporting requests from leadership to inform strategic decision-making.
  • Contribute to the continuous improvement of the organization's planning and scheduling processes and the adoption of new technologies.
  • Collaborate with procurement and logistics teams to optimize just-in-time material and equipment delivery schedules.
  • Participate in regular project review meetings, post-mortems, and planning sessions to share lessons learned and best practices.

Required Skills & Competencies

Hard Skills (Technical)

  • Project Scheduling Software: High-level proficiency in Primavera P6 and/or Microsoft Project is essential for creating and managing complex schedules.
  • HVAC Systems Knowledge: Deep understanding of commercial/industrial HVAC systems, including chillers, boilers, air handlers, VAV systems, and controls.
    -Blueprint & Schematic Interpretation: The ability to fluently read and interpret mechanical drawings, P&IDs, and technical specifications.
  • CMMS/ERP Systems: Hands-on experience with Computerized Maintenance Management Systems (e.g., Maximo, SAP PM) or construction-focused ERPs.
  • Code & Standard Compliance: Strong working knowledge of OSHA safety regulations, local building codes, and industry standards from ASHRAE and SMACNA.
  • Cost & Resource Estimation: Competency in estimating labor hours, material quantities, and equipment needs for complex mechanical work.
  • CAD/BIM Software: Familiarity with reviewing models in AutoCAD or Revit to understand design intent and identify constructability issues.

Soft Skills

  • Meticulous Organization: Exceptional organizational and time-management skills with a very high attention to detail and accuracy.
  • Analytical Problem-Solving: A proactive, forward-thinking mindset to anticipate potential roadblocks and develop effective solutions before they become problems.
  • Clear Communication: Excellent verbal and written communication abilities to effectively coordinate with a diverse range of stakeholders, from field technicians to senior executives.
  • Initiative & Autonomy: The drive to work independently, manage competing priorities, and take ownership of the planning function with minimal supervision.
  • Interpersonal Acumen: Strong ability to build professional relationships and foster collaboration among clients, vendors, subcontractors, and internal teams.

Education & Experience

Educational Background

Minimum Education:

High School Diploma or GED combined with a technical certificate in HVAC/R or a related trade and significant field experience.

Preferred Education:

Bachelor’s or Associate’s Degree in a relevant field.

Relevant Fields of Study:

  • Construction Management
  • Mechanical Engineering or Mechanical Engineering Technology
  • Project Management

Experience Requirements

Typical Experience Range:

A minimum of 3-7 years of combined experience in the mechanical/HVAC industry, with a demonstrable progression from a hands-on technical role into a coordination or planning capacity.

Preferred:

We look for candidates who have 3+ years of dedicated experience as a Planner or Scheduler on large-scale commercial or industrial construction projects. Experience in environments like data centers, hospitals, manufacturing plants, or other mission-critical facilities is highly advantageous.

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