Energy Project Coordinator

Agilitas Energy; Wakefield (MA); On-site; USD 55,000 - 75,000; Full time

Benefits offered by this job

Health Savings Account

Flex Spending Account

Employee Assistance Program

Group Life Insurance

Disability Insurance

Job summary

Agilitas Energy is seeking a Project Coordinator to provide administrative, financial, and organizational support to the Project Management Department. You will help Project Managers maintain records, process invoices, track costs, and coordinate documentation across projects.

The ideal candidate is highly organized, detail-oriented, comfortable with financial information, and able to manage multiple priorities across several active projects, while collaborating with internal teams and external

Qualifications

• Associate’s or bachelor’s degree in related field preferred.
• 0-2+ years of experience in project coordination or similar role preferred.
• Strong proficiency with Microsoft Excel, Word, Outlook and other MS Office applications.
• Experience with Procore is preferred.
• Strong organizational skills and attention to detail.
• Ability to manage multiple projects, deadlines, and competing priorities simultaneously.

Responsibilities

• Provide day-to-day administrative support to Project Managers across multiple active projects.
• Establish and maintain organized project files, documentation, and records.
• Assist with project setup, closeout, and general project documentation.
• Track outstanding project items and follow up with internal teams, contractors, vendors, and other stakeholders as needed.
• Maintain project logs, trackers, action-item lists, and other project controls.
• Assist with preparing meeting materials, reports, correspondence, and project documentation.
• Coordinate document collection and distribution between Project Management and other departments.
• Help ensure project records are complete, accurate, and maintained throughout the project lifecycle.
• Receive, review, organize, and process contractor and vendor invoices.
• Verify invoices against contracts, purchase orders, change orders, and other supporting documentation.
• Coordinate with Project Managers to obtain invoice approvals and resolve discrepancies.
• Assist with tracking project commitments, actual costs, forecasts, and remaining budgets.
• Maintain accurate records of invoices, purchase orders, contracts, and change orders.
• Support monthly project cost reviews and accounting processes.
• Coordinate with the Accounting/Finance team to ensure project costs are coded and recorded correctly.
• Assist Project Managers with accruals, invoice forecasting, and reconciliation of project costs.
• Identify and communicate potential billing, coding, or budget discrepancies to the appropriate Project Manager.
• Assist with the administrative processing of contracts, purchase orders, change orders, and amendments.
• Maintain logs of contract values, approved changes, pending changes, and current commitments.
• Track documentation and approvals associated with project changes.
• Assist Project Managers with maintaining accurate and current project financial records.
• Maintain and improve standard project trackers, templates, filing systems, and administrative processes.
• Assist with compiling project status information and departmental reporting.
• Support coordination between Project Management, Accounting, Engineering, Operations, Procurement, and other internal departments.
• Help standardize project documentation and administrative practices across the Project Management Department.
• Perform data entry, document management, reporting, scheduling, and other administrative functions as required.
• Support Project Managers with special projects and time-sensitive requests.
• Perform other ad hoc tasks as needed to support the Project Management Department and broader organization.

Skills

Organization

Attention to detail

Financial acumen

Communication

Prioritization

Problem solving

Team orientation

Education

Associate’s or bachelor’s degree in Business Administration, Accounting, Finance, Construction Management, Project Management, or related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Procore

Job description

Advance your career at Agilitas Energy, the leading developer, builder, owner and operator of large scale, commercial solar and battery storage systems in the northeast with a national footprint.

The Project Coordinator provides administrative, financial, and organizational support to the Project Management Department. This role is responsible for helping Project Managers maintain accurate project records, process invoices, track project costs, coordinate documentation, and complete day-to-day administrative and ad hoc tasks necessary to keep projects organized and moving forward.

The ideal candidate is highly organized, detail-oriented, comfortable working with financial information, and able to manage multiple priorities across several active projects.

Key Responsibilities

Project Administration

• Provide day-to-day administrative support to Project Managers across multiple active projects.
• Establish and maintain organized project files, documentation, and records.
• Assist with project setup, closeout, and general project documentation.
• Track outstanding project items and follow up with internal teams, contractors, vendors, and other stakeholders as needed.
• Maintain project logs, trackers, action-item lists, and other project controls.
• Assist with preparing meeting materials, reports, correspondence, and project documentation.
• Coordinate document collection and distribution between Project Management and other departments.
• Help ensure project records are complete, accurate, and maintained throughout the project lifecycle.

Invoicing & Project Accounting

• Receive, review, organize, and process contractor and vendor invoices.
• Verify invoices against contracts, purchase orders, change orders, and other supporting documentation.
• Coordinate with Project Managers to obtain invoice approvals and resolve discrepancies.
• Assist with tracking project commitments, actual costs, forecasts, and remaining budgets.
• Maintain accurate records of invoices, purchase orders, contracts, and change orders.
• Support monthly project cost reviews and accounting processes.
• Coordinate with the Accounting/Finance team to ensure project costs are coded and recorded correctly.
• Assist Project Managers with accruals, invoice forecasting, and reconciliation of project costs.
• Identify and communicate potential billing, coding, or budget discrepancies to the appropriate Project Manager.

Contracts, Purchase Orders & Change Management

• Assist with the administrative processing of contracts, purchase orders, change orders, and amendments.
• Maintain logs of contract values, approved changes, pending changes, and current commitments.
• Track documentation and approvals associated with project changes.
• Assist Project Managers with maintaining accurate and current project financial records.

Project Management Department Support

• Maintain and improve standard project trackers, templates, filing systems, and administrative processes.
• Assist with compiling project status information and departmental reporting.
• Support coordination between Project Management, Accounting, Engineering, Operations, Procurement, and other internal departments.
• Help standardize project documentation and administrative practices across the Project Management Department.
• Perform data entry, document management, reporting, scheduling, and other administrative functions as required.
• Support Project Managers with special projects and time-sensitive requests.
• Perform other ad hoc tasks as needed to support the Project Management Department and broader organization.

Organization: Maintains accurate and well-organized project records across multiple projects.

Attention to Detail: Carefully reviews invoices, financial information, and project documentation for accuracy.

Financial Acumen: Understands basic project accounting concepts, including budgets, commitments, actual costs, invoices, and forecasts.

Accountability: Takes ownership of assigned responsibilities and follows tasks through to completion.

Communication: Communicates clearly and professionally with internal teams, contractors, and vendors.

Prioritization: Effectively manages changing priorities and time-sensitive requests in a fast-paced project environment.

Problem Solving: Identifies discrepancies or missing information and proactively works with the appropriate parties to resolve them.

Team Support: Anticipates the administrative needs of the Project Management team and helps Project Managers stay focused on project execution.

Qualifications

Associate’s or bachelor’s degree in Business Administration, Accounting, Finance, Construction Management, Project Management, or a related field preferred.

0-2+ years of experience in project coordination, project administration, accounting support, construction administration, or a similar role preferred.

Strong proficiency with Microsoft Excel, Word, Outlook, and other Microsoft Office applications.

Experience with Procore is preferred.

Strong organizational skills and attention to detail.

Ability to manage multiple projects, deadlines, and competing priorities simultaneously.

Strong written and verbal communication skills.

Ability to work effectively with Project Managers, Accounting personnel, contractors, vendors, and other internal and external stakeholders.

Comfortable working independently and taking ownership of assigned tasks.

Ability to handle confidential financial and commercial information appropriately.

Position Requirement

Unfortunately, at this time, we are unable to honor visa sponsorships.

Applicants must be authorized to work in the United States without sponsorship now or in the future.

Position Compensation

Agilitas employee benefits include (but are not limited to):

• Competitive salary and bonus potential
• Health Savings and Flex Spending Account eligibility
• Employee Assistance Program
• Access to Group Life and Personal Accident Insurance
• Access to Short & Long-Term Disability Insurance

About Agilitas Energy

Agilitas Energy is a leading independent power producer (IPP) in renewables and energy storage with a mission to propagate clean energy on a national scale. As the largest integrated developer, builder, owner and operator of energy storage and solar PV systems in the northeastern U.S., Agilitas Energy specializes in distributed energy solutions, and is differentiated through its vertical integration managing the entire end-to-end lifecycle of its projects from greenfield development, through engineering, construction and operation. Its projects deliver predictable, cost-efficient, clean energy for off-takers, utilities and municipalities.