Project coordinator

Project Coordinator – Poland

Location: Poland (remote or flexible arrangements considered)
Employment Type: Full-time

About Sunbird Solar Solutions

Sunbird Solar Solutions is a leading Commercial & Industrial (C&I) solar EPC operating across Europe. With successful projects in Spain, Portugal, the UK, and Poland, we deliver rooftop and carport PV installations for logistics parks, retail centres, and industrial clients.

We are a growing, agile business that values autonomy, trust, and strong performance. Our team is focused on delivering high-quality solar projects that support the transition to a more sustainable energy future.

Role Overview

We are looking for a highly organised Project Coordinator based in Poland to take ownership of the administrative and regulatory coordination of our European solar PV projects.

Poland will be your primary focus. You will manage permitting, grid connection, and DSO-related processes from start to finish, working directly with local authorities and stakeholders. In addition, you will support Project Managers and Engineers on similar processes in Spain, the UK, and Germany, where documentation requirements may be lighter but strong coordination remains essential.

Our working language is English. Fluent Polish is essential for communication with local authorities and DSO representatives. Spanish would be a strong advantage, as Spain is one of our key markets.

What You Will Do

Project Administration in Poland

• Prepare, submit, and track documentation required for project development and construction, including zoning, grid connection, and permitting procedures

• Communicate with DSO/OSD representatives, local councils, and planning offices to follow up on applications and confirm requirements

• Collect, review, and monitor key client and project documentation, including:

• Powers of Attorney

• Company registration documents

• Building permits

• Grid application approvals

• Ensure all documentation is completed accurately, signed correctly, and remains valid throughout the project lifecycle

• Gather as-built documentation and formal certificates required for:

• Project handover

• Insurance purposes

• Long-term operations and maintenance compliance

• Maintain accurate, version-controlled records to support audits, inspections, and internal reporting

Cross-European Project Support

• Provide administrative and coordination support for projects in Spain, the UK, and Germany

• Assist Project Managers and Engineers across multiple countries and project stages

• Keep documentation organised, accessible, and aligned with project timelines

• Support the preparation of RFP documentation

• Coordinate logistics-related administrative tasks where needed

Procurement and Project Management Support

• Use Procore and related systems to:

• Upload and track procurement documentation

• Record close-out items

• Coordinate purchase approvals and delivery confirmations

• Liaise with suppliers, engineers, and project managers to support timely delivery and compliance with specifications

• Help close procurement and documentation items to support smooth project completion

Required Qualifications

• 2–3 years of experience in a Project Administrator, Project Coordinator, Engineering Assistant, or similar role within the solar PV sector

• Experience working on Commercial & Industrial rooftop solar projects in Poland

• Strong practical knowledge of the Polish DSO and permitting process, including key steps, timelines, and stakeholder coordination

• Strong understanding of regulatory documentation and permitting processes in Poland

• Professional fluency in Polish and working fluency in English

• Strong organisational skills, with the ability to manage a high volume of documentation across multiple projects

• Proficiency in Microsoft Office, particularly Excel

• Ability to work independently, manage competing priorities, and follow through with minimal supervision

Nice to Have

• Working proficiency in Spanish, both written and spoken

• Willingness and ability to learn equivalent processes in Spain, the UK, and Germany

• Experience supporting solar PV projects across multiple European markets

• Familiarity with Procore, SharePoint, or similar construction or project management platforms

• Experience working directly with public authorities, utilities, clients, and technical project teams

• An established professional network in Poland

What Success Looks Like

• Project documentation is accurate, complete, and submitted on time

• Polish project administration is managed confidently and professionally, helping projects progress smoothly through local requirements

• Internal teams have clear visibility of project records, approvals, and outstanding actions

• Procurement and close-out documentation is managed effectively, reducing delays at key project stages

• Cross-market coordination is reliable, well organised, and supportive of efficient project delivery

Why Join Sunbird Solar Solutions

• Flexible working arrangements, including remote working options

• Opportunity to contribute to solar projects across Poland and Europe

• Collaboration with a skilled, international team of engineers and project professionals

• A chance to play an important role in improving how solar projects are delivered at scale

• A growing company environment where your work will have visible impact and your responsibilities can expand over time