Project Administrator

Project Administrator — Owner's Engineering Team

Location: Remote (with up to 20% travel)

Reports to: OE Project Manager

Position Summary

The Project Administrator provides comprehensive administrative, documentation, and coordination support to the Owner's Engineering (OE) Team, including Construction Leads and the Project Manager. This role ensures the timely organization, tracking, and control of technical, contractual, and commercial documentation across PV, HV substation, and potential BESS projects. The Project Administrator acts as the central point of contact for information management, keeping project documentation, meeting records, and tracking data accurate and current to support both field and management teams.

Key Responsibilities

Document Control & Information Management

• Manage the flow of technical and commercial documentation between OE team members, the EPC contractor, and the Owner
• Track receipt, review status, and distribution of design drawings, submittals, RFIs, NCRs, and transmittals
• Support the OE Project Manager and Construction Leads in maintaining up-to-date inspection logs and test documentation records
• Generate and maintain milestone registers, including mechanical completion, substantial completion, and final completion
• Maintain registers for key contractor deliverables, including submittals, utility requirements, commissioning, and performance testing

Meeting and Communication Management

• Schedule and coordinate weekly coordination meetings, QA/QC review calls, and Owner–EPC progress meetings
• Prepare and distribute Meeting Minutes (MoMs) capturing decisions, actions, responsible parties, and due dates, as requested
• Track closure of action items and provide weekly follow-up summaries to the OE Project Manager
• Maintain a central Action Item Register and Decision Log via Procore or SharePoint

Data Entry and Document Administration

• Input and update data in Procore (or the Owner's selected platform), ensuring observations, instructions, and reports are properly logged
• Upload field reports, NCR logs, and QA/QC documents from site teams
• Assist in generating reports and dashboards from Procore for management review

Reporting and Documentation Support

• Assist the OE Project Manager in compiling weekly and monthly reports, including progress metrics, QA/QC summaries, and risk registers
• Consolidate field data and photos for inclusion in visual reports or dashboards
• Prepare presentation materials, organization charts, and RACI matrices as requested
• Support documentation audits and readiness for Owner or Lender review

Contractual and Commercial Tracking

• Log and monitor commercial correspondence, change requests, and clarifications between OE, EPC, and Owner teams
• Maintain confidentiality and organization of sensitive files (agreements, invoices, payment certificates)
• Assist in cross-referencing supporting documents for monthly progress billing verification

Team Coordination & Support

• Support onboarding of new team members with document access, templates, and SOPs
• Maintain up-to-date contact lists, distribution groups, and approval matrices
• Provide general support to the PM and Construction Leads as needed

Site Visit Scope

• Conduct periodic site visits (typically monthly, or as project phase requires) to:
• Verify alignment between field conditions and documentation systems
• Collect physical documentation, photos, and records from field teams
• Attend key milestone meetings, inspections, or audits in person
• Support document handovers during critical phases (e.g., mechanical completion, commissioning)

Qualifications

• ~2 years of experience in the solar industry (or related infrastructure/construction environment)
• Strong organizational and document-control skills; comfort managing high volumes of technical and commercial documentation
• Experience with Procore, SharePoint, or similar project management/document control platforms preferred
• Clear written and verbal communication skills for meeting minutes, reports, and cross-team coordination
• Ability to manage confidential/sensitive commercial documentation with discretion
• Self-directed and comfortable working remotely, with willingness to travel for monthly (or phase-driven) site visits

Work Arrangement

This is a remote-based position with monthly site visits required during mobilization, construction, and commissioning phases.