Project Administrator - Commercial

The Project Administrator will assist Project Managers and Project Engineers in coordinating the major activities required in project management: engineering design, procurement, construction, financial administration, and operations for commercial energy projects.

In this role, you will partner with Project Managers and Project Engineers to assist in delivering the reporting requirements for all phases of project implementation and execution, coordinate and communicate with project stakeholders to enable a smooth handoff from the project development team to the Engineering & Operations team. You will coordinate with Project Managers to manage Subcontractor documentation including issuance of RFPs, draft engineering, and issuance of purchase orders and assist in the bid evaluation for design professionals, vendors, and subcontractors.

Key Duties

Project Coordination

• Assist Project Managers in planning, scheduling, and tracking project milestones.
• Maintain project documentation, including contracts, permits, schedules, change orders and reports.
• Monitor progress and update project management tools to ensure accurate status reporting.
• Assist Project Managers with tracking of material delivery and logistics coordination.
• Support the project closeout process with commissioning documentation and handover from the Operations team to the Service/O&M team.
• Track warranty claims as needed.
• Support the permitting and interconnection processes, build knowledge of local AHJ’s and requirements.

Administrative Support

• Prepare meeting agendas, minutes, and follow-up action items.
• Manage project files and ensure compliance with Sunspear Energy’s document control standards.
• Support procurement activities by coordinating with vendors and tracking purchase orders.
• Create job site binders for Safety, Quality and close-out documents.
• Process and track Submittals to owner, contact subs for items to be submitted.
• Support updating project schedules, using web-based project management software as determined by the Company.
• Support updating of Company Safety documentation, and ongoing project safety audit, JHA’s, etc.

Documentation Management

• Assist in the processing of Request for Information (RFI).
• Assist in the creation and processing of contracts and manage approval process for various contract types.
• Maintain accurate project records, including contracts, permits, change orders, and compliance documents; ensure all files are organized and accessible via shared drives or cloud-based systems.

Communication

• Serve as a liaison between Project Managers, internal teams, and external stakeholders.
• Draft and distribute project updates, reports, and correspondence.
• Ensure timely communication of project changes, risks, and deliverables.
• Coordinate with the Engineering, Procurement, Finance and Business Development teams to maintain continued alignment with high-level company objectives and workflows.
• Promote a strong safety and quality focused culture.

Financial & Compliance Tracking

• Assist with budget monitoring, expense & cost tracking, and invoice processing.
• Compile data for project performance metrics, generate dashboards, and support post-project reviews to identify lessons learned and process improvements.
• Ensure compliance with company policies, safety standards, and regulatory requirements.
• Support audits and reporting requirements as needed.

Qualifications & Skills
Our ideal candidate possesses a robust set of skills that combine technical proficiency with exceptional organizational abilities:

• Bachelor’s degree in Business Administration, Project Management, or related field (or equivalent experience).
• 2+ years of experience in project administration, preferably in construction, energy, or engineering industries.
• Strong organizational skills with attention to detail and accuracy.
• Analytical thinking, problem solving and proficiency in MS Excel.
• Proficiency in project management software (e.g., MS Project, Smartsheet, or similar) and Microsoft Office Suite.
• Excellent written and verbal communication skills.
• Ability to multitask and prioritize in a fast-paced environment.
• Familiarity with renewable energy or construction project workflows is a plus.

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Work Location: In person