Project Coordinator

We are looking for a Solar Project Coordinator to support Project Managers and operations leadership in delivering solar projects. You will keep project documents organized, track contractual obligations and key dates, and manage project workspaces and reporting.
This role works closely with customers, contractors, engineers and vendors. It requires strong organization, timely follow-up and attention to detail. All project decisions and external communications are approved by the Project Manager.
Key Responsibilities

Monitor contractual obligations for project contracts with customers, contractors and vendors, with Project Manager direction

Enter approved contractual obligations into Smartsheet

Identify drop dead dates for project phases once contracts are executed, for Project Manager approval, and monitor them

Alert the Project Manager early to anticipated issues and contract amendments

Notify the Project Manager when change orders need to be initiated

Set up and onboard project workspace sheets in Smartsheet from templates, with active links, current data and properly managed tasks

File project documents daily in the correct Box folders, following the Box handbook and naming convention

Keep documents current, using the most recent version and the document date in file names

Suggest improvements to Box folder structure to the Project Manager and VP of Operations

Negotiate quotes and estimates with vendors and contractors

Upload quotes to Box and the budget sheet, linking them to the relevant rows

Prepare purchase orders for Project Manager approval, obtain PO numbers from the master tracking sheet, and send executed POs with the Controller copied

Prepare interconnection applications from the SLD/layout for Project Manager review, then submit them with documentation and upload to Box

Use the SolarEdge designer tool to map and publish system layouts for Project Manager review

Upload incoming invoices to Box and forward them to the Controller and Project Manager

Follow up weekly with contractors and develop weekly customer progress reports

Prepare weekly look-ahead reports for each project

Schedule weekly status meetings with the Project Manager

Schedule meetings with clients, contractors and engineers as directed by the Project Manager

Prepare meeting agendas and distribute meeting notes by email and Google Spaces

Notify the Controller when a project begins

Gather and draft the project closeout book for Project Manager review and approval

Respond to tasks promptly and explain any delayed deadlines in Smartsheet comments

Comply with company policies and procedures and maintain regular, predictable attendance

Requirements

Ability to manage project contracts and extract contractual obligations

Experience with Smartsheet or similar project tracking tools (specific experience level not stated)

Experience with Box or similar document management, including following file naming conventions

Ability to prepare purchase orders, progress reports and look-ahead reports

Ability to negotiate quotes and estimates with vendors and contractors

Strong organization, attention to detail and timely follow-up

Clear written communication for emails, meeting notes and reports

Ability to work under Project Manager direction and obtain approvals before external decisions

Familiarity with SolarEdge designer tool (preferred)

Experience preparing interconnection applications (preferred)

Regular and predictable attendance

Originally posted on Himalayas