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