Project Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee the fulfillment of contractual obligations for project agreements with clients, contractors, and suppliers, guided by the Project Manager.

• Input sanctioned contractual obligations into Smartsheet.

• Determine critical deadlines for project phases post-contract execution, subject to Project Manager approval, and keep track of these dates.

• Proactively inform the Project Manager of potential issues and necessary contract modifications.

• Notify the Project Manager when it is time to initiate change orders.

• Establish and onboard project workspace sheets in Smartsheet using templates, ensuring active links, up-to-date data, and well-managed tasks.

• Organize project documents daily into the appropriate Box folders, adhering to the Box handbook and naming conventions.

• Maintain document currency by utilizing the latest versions and incorporating document dates in file names.

• Propose enhancements to the Box folder structure to the Project Manager and the VP of Operations.

• Negotiate quotes and estimates with suppliers and contractors.

• Upload quotes to Box and the budget sheet, ensuring they are linked to the corresponding rows.

• Create purchase orders for Project Manager approval, obtain PO numbers from the master tracking sheet, and send executed POs with the Controller included.

• Prepare interconnection applications based on the SLD/layout for Project Manager review, then submit with the necessary documentation and upload to Box.

• Utilize the SolarEdge designer tool to design and publish system layouts for Project Manager review.

• Upload incoming invoices to Box and forward them to both the Controller and Project Manager.

• Conduct weekly follow-ups with contractors and generate weekly customer progress reports.

• Compile weekly look-ahead reports for each project.

• Organize weekly status meetings with the Project Manager.

• Arrange meetings with clients, contractors, and engineers as directed by the Project Manager.

• Prepare meeting agendas and disseminate meeting notes via email and Google Spaces.

• Inform the Controller when a project commences.

• Collect and draft the project closeout book for Project Manager review and approval.

• Respond to tasks in a timely manner and clarify any delay in deadlines through Smartsheet comments.

• Adhere to company policies and procedures while maintaining consistent and reliable attendance.

⛳️ Requirements

• Capability to manage project contracts and derive contractual obligations.

• Familiarity with Smartsheet or comparable project tracking tools (specific experience level not specified).

• Experience with Box or equivalent document management systems, including adherence to file naming conventions.

• Proficiency in preparing purchase orders, progress reports, and look-ahead reports.

• Ability to negotiate quotes and estimates with suppliers and contractors.

• Excellent organizational skills, attention to detail, and prompt follow-up.

• Strong written communication skills for emails, meeting notes, and reports.

• Ability to operate under the direction of the Project Manager and secure approvals prior to making external decisions.

• Familiarity with the SolarEdge designer tool (preferred).

• Experience in preparing interconnection applications (preferred).

• Consistent and reliable attendance.

🏝️ Benefits

• Competitive salary.

• Comprehensive health benefits package.

• Opportunities for professional development and growth.

• Flexible work environment.