Project Coordinator

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