Site Administrator - Renewable Energy

Job Description

Reporting to the Construction Site Manager (CSM) and Construction Project Manager (CPM) if applicable, the Site Administrator is charged with coordinating and conducting the site administrative tasks for a Utility Scale Renewable Energy project. Using their advanced level of expertise and independent judgment, the Site Administrator supports Site Management, Engineering, Procurement, Document Control, OFE/OEM Suppliers, and Contractors with onsite coordination and document management. The Site Administrator ensures efficient day-to-day operations for a project team, assisting as requested with correspondence, contracts, meeting preparation, office supplies, and management reports. Organizational skills, detail orientation, excellent verbal and written communication skills, positive and engaging team attitude, and ability to manage multiple tasks are essential to this role. The Site Administrator is expected to regularly communicate project administration status to the CSM. The Site Administrator is expected to learn document control platforms, processes, and systems, as well as interact with project tracking tools.

This position will be based onsite.

Skills / Experience

Project Coordination

• Collaborate with cross-functional teams, internal stakeholders, Site Management, Project Engineer, Document Control, QAQC, Commissioning, OFE Suppliers, and EPC Contractors.

Documentation and Reporting

• Reviewing and filing documents, supporting document controls.
• Maintain accurate project documentation onsite including Agreements, Engineering & Design submittals, permits, and progress reports.
• May assist CPM with reports and updates for internal and external stakeholders.
• Will always maintain updated physical construction drawings.

Permitting and Compliance

• Assist in compliance with local regulations, codes, and industry standards.

Purchasing and Receiving

• Activities include generating requisitions, administering purchase orders, receiving goods, purchasing tools and/or equipment, resolving vendor discrepancies, etc.

Communication

• Provide timely and clear communication to address concerns and provide updates.

Health and Safety

• Help promote a strong safety culture at onsite office.

Daily Tasks

• Ensure meeting minutes are reviewed and approved by appropriate personnel prior to publishing and distribution.
• All trackers (i.e. daily logs, component receiving, certificates, weather/wind delays, incidents, production, and module deliveries etc.) are updated daily.
• Submitting and logging Owner Furnished Equipment (OFE) damage and warranty claims, as well as reviewing QAQC reports and regular document control.

Weekly Tasks

• Attend regular construction meetings and all other meetings as requested to take notes and issue meeting minutes.
• Gathering and maintaining progress photos from the site team to be provided weekly to the Project Manager.

Other Tasks As Needed

• Office supply orders, housekeeping, lunch orders, event planning, miscellaneous.

Qualifications

• Current, legal, and unrestricted ability to work in the United States.

Knowledge & Skills

• Proven experience in project coordination, preferably in renewable energy or construction projects.
• Strong organizational skills and ability to manage multiple tasks simultaneously.
• Excellent communication and interpersonal skills, with the ability to work collaboratively with diverse teams.
• Self-starter with ability to take initiative and work with minimal supervision.
• Proficiency in project management tools and software.
• Demonstrated skills in typing and proofreading.
• Prior experience of maintaining and adhering to inventory controls, working with SAP or equivalent ERP system, and purchasing and receiving activities.
• Knowledge of renewable energy systems, permitting processes, and regulatory requirements is a plus.
• Attention to detail and a strong commitment to quality and safety.
• Problem-solving mindset and the ability to adapt to changing project demands.
• Willingness to travel to project sites as needed.

Experience & Education

• HS Diploma or GED required
• Minimum 1–2 years of project administration experience
• Experience working for an EPC, CM Consulting Firm, Engineering Firm or Construction Contractor
• Experience working with EPC Contracts, subcontracts is a plus