Solar Project & Administrative Coordinator

Job Description

Job Description

Description:

Commonwealth Electrical Technologies is seeking a highly organized and proactive Solar Project & Administrative Coordinator to join our growing team. In this role, you will provide essential operational and administrative support to project managers, field supervisors, and office staff, helping to ensure seamless execution of all active solar electrical projects while supporting daily administrative functions across the organization.

Position Summary:

The Solar Project & Administrator Coordinator provides essential support to project management, field teams, and office operations. This position is responsible for equipment rental coordination, permit and insurance management, subcontract administration, project documentation, vendor onboarding, meeting support, and general office duties. The coordinator ensures smooth workflow across all active projects by maintaining accurate records, tracking critical operational items, and supporting day-to-day administrative needs.

Essential Functions/Position Responsibilities:

Equipment Rentals

• Coordinate equipment rental activities including ordering, tracking, extensions, and call-offs.
• Maintain organized equipment logs and documentation.

Change Orders & Project Controls

• Enter change orders into Vista and distribute for approvals.
• Update and maintain the change order tracker.
• Attend weekly change order review meetings with project leadership.

Submittals

• Collaborate with Estimating, PMs, and internal staff to collect and submit required spec sheets.
• Track submittal statuses and ensure timely responses.

Permit Coordination

• Apply for electrical, building, or specialty permits as required.
• Obtain any necessary Certificates of Insurance for permitting authorities.
• Complete supporting documents such as Worker’s Compensation Affidavits.
• File all issued permits in the job folder on the common drive and provide copies to clients.

Certificates of Insurance (COIs)

• Request COIs from the company’s insurance provider for customers and general contractors.
• Collect COIs from subcontractors and ensure all insurance is current and compliant.
• Track expiration dates and maintain organized insurance files.

Subcontract Administration

• Send subcontract agreements drafted by internal staff to subcontractors.
• Track execution status and ensure fully signed contracts are stored in the proper location.
• Maintain an organized subcontract log.

Vendor Setup & Compliance

• Assist in onboarding new vendors, including requesting COIs and W-9 forms.
• Complete Vendor Request Forms for Accounts Payable.
• Ensure vendor documentation is complete and properly filed.

Meeting Support

• Attend project meetings with management and take accurate meeting minutes.
• Format and distribute minutes promptly after each meeting.

Office Administration

• Maintain office supply inventory; check in with office staff weekly/biweekly regarding needs.
• Perform general administrative duties, filing, and recordkeeping.

Fleet & Equipment Tracking

• Track fleet maintenance schedules, repairs, inspection needs, and service logs.
• Coordinate with drivers and service vendors to ensure timely repairs.
• Maintain accurate fleet files.

Project Start-Up & Documentation Organization

• Confirm executed customer contracts are properly saved to the job folder.
• Organize job folders by separating customer contracts, subcontractor contracts, insurance documents, and other key project files.
• File daily field reports submitted by foremen.

Additional Responsibilities

• Create labels as needed for solar projects and other jobsite identification needs.
• Track temporary labor hours and ensure accurate documentation.
• Support new project setup and tracking in coordination with project management.
• Additional administrative duties as assigned.

Required Skills & Qualifications:

• 2–4 years of experience in construction administration, project coordination, or a similar role.
• Familiarity with construction documentation, subcontract administration, and permitting processes.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office; experience with Vista is a plus.
• Ability to work independently and manage deadlines in a fast-paced environment.

Core Competencies:

· Detail-oriented and accurate

· Strong follow-through and accountability

· Proactive and resourceful

· Excellent time management

· Professional communication and customer service skills

· Ability to build effective relationships with vendors, subcontractors, and project teams