Project Coordinator - Substation/BESS

Heavy-Road-Industries; Bakersfield (CA); On-site; USD 60,000 - 85,000; Full time

Job summary

Heavy Road & Rail Inc. is seeking a meticulous Project Coordinator to support electrical substation and utility construction projects across California.

You will work with Project Managers, Superintendents, field teams, subcontractors, and vendors to keep projects organized, documentation current, and materials moving.

Qualifications

• 2+ years of construction project coordination or administrative experience.
• Electrical, utility, substation, heavy civil, renewable energy, or industrial construction experience is a plus.
• Construction Management or related education is preferred but not required.
• Ability to read and understand basic construction plans and specifications.
• Strong knowledge of MS Excel, Word, Outlook, and PDF/document-management software.

Responsibilities

• Provide daily administrative and project support to Project Managers and Superintendents.
• Maintain project files, drawings, specifications, contracts, and correspondence.
• Prepare and track RFIs, submittals, change orders, and transmittals.
• Maintain RFI, submittal, change order, procurement, and project document logs.
• Distribute updated drawings and specifications to field personnel and subcontractors.
• Assist with subcontractor and vendor coordination.
• Prepare purchase orders and assist with material procurement.
• Track material orders, fabrication status, and delivery dates.
• Coordinate deliveries with vendors and field personnel.
• Collect and organize daily reports, timecards, equipment reports, delivery tickets, and other field documentation.
• Assist with tracking T&M work, extra work tickets, and change order documentation.
• Assist Project Managers with cost reports, budgets, commitments, and project forecasting.
• Review invoices and supporting documentation before submission to the Project Manager.
• Assist with project schedules and weekly look-ahead schedules.
• Schedule project meetings and prepare meeting agendas and minutes.
• Track action items and follow up with responsible parties.
• Coordinate inspections, testing, and required project documentation.
• Maintain safety and quality-control documentation.
• Assist with certified payroll and prevailing wage documentation when required.
• Maintain project as-builts, turnover packages, warranties, O&M manuals, and closeout documents.
• Assist with project startup and closeout.

Skills

Excel

Word

Outlook

PDF management

Documentation

Communication

Education

Construction Management or related education

Tools

ERP software

Construction management software

Job description

Project Coordinator – Electrical Substation Construction

Heavy Road & Rail Inc. is seeking an organized and motivated Project Coordinator to support our electrical substation and utility construction projects throughout California.

The Project Coordinator will work directly with Project Managers, Project Engineers, Superintendents, field personnel, subcontractors, vendors, and utility representatives. This position plays an important role in keeping projects organized, documentation current, materials moving, and the project team informed.

We are looking for someone who is highly organized, detail-oriented, responsive, and comfortable working in a fast-paced construction environment.

Key Responsibilities

• Provide daily administrative and project support to Project Managers and Superintendents.
• Maintain project files, drawings, specifications, contracts, and correspondence.
• Prepare and track RFIs, submittals, change orders, and transmittals.
• Maintain RFI, submittal, change order, procurement, and project document logs.
• Distribute updated drawings and specifications to field personnel and subcontractors.
• Assist with subcontractor and vendor coordination.
• Prepare purchase orders and assist with material procurement.
• Track material orders, fabrication status, and delivery dates.
• Coordinate deliveries with vendors and field personnel.
• Collect and organize daily reports, timecards, equipment reports, delivery tickets, and other field documentation.
• Assist with tracking T&M work, extra work tickets, and change order documentation.
• Assist Project Managers with cost reports, budgets, commitments, and project forecasting.
• Review invoices and supporting documentation before submission to the Project Manager.
• Assist with project schedules and weekly look-ahead schedules.
• Schedule project meetings and prepare meeting agendas and minutes.
• Track action items and follow up with responsible parties.
• Coordinate inspections, testing, and required project documentation.
• Maintain safety and quality-control documentation.
• Assist with certified payroll and prevailing wage documentation when required.
• Maintain project as-builts, turnover packages, warranties, O&M manuals, and closeout documents.
• Assist with project startup and closeout.

Typical Projects

Our electrical substation and utility projects may include:

• Electrical substations
• Battery Energy Storage Systems (BESS)
• Underground electrical duct banks
• Concrete equipment foundations
• Drilled pier foundations
• Grounding systems
• Electrical trenches and vaults
• Conduit and cable systems
• Structural steel
• Control buildings
• Substation fencing and security
• Site grading, paving, and drainage
• High-voltage electrical equipment installation

Qualifications

• 2+ years of construction project coordination or administrative experience preferred.
• Electrical, utility, substation, heavy civil, renewable energy, or industrial construction experience is a plus.
• Construction Management or related education is preferred but not required.
• Ability to read and understand basic construction plans and specifications.
• Strong knowledge of Microsoft Excel, Word, Outlook, and PDF/document-management software.
• Experience with construction management or ERP software is a plus.
• Strong organizational and document-control skills.
• Excellent written and verbal communication skills.
• Ability to manage multiple assignments and deadlines simultaneously.
• Strong attention to detail and follow-through.
• Comfortable communicating with Project Managers, Superintendents, field crews, subcontractors, vendors, engineers, and customers.

What We're Looking For

The ideal candidate is someone who takes ownership of their responsibilities and doesn't wait to be reminded about deadlines.

You should be comfortable keeping multiple projects and priorities organized, following up with vendors and subcontractors, and making sure important documentation doesn't fall through the cracks.

This position can be an excellent opportunity for someone who wants to build a long-term career in utility construction. A successful Project Coordinator can develop into a Project Engineer, Assistant Project Manager, or Project Manager as their knowledge and responsibilities grow.

Compensation & Benefits

Salary: $60,000–$85,000 annually, depending on experience and qualifications.

Benefits include:

• Medical, dental, and vision insurance
• 401(k)
• Paid vacation
• Paid holidays
• Training and professional development
• Career advancement opportunities
• Travel reimbursement when applicable
• Opportunity to work on major California utility infrastructure projects

About Heavy Road & Rail Inc.

Heavy Road & Rail Inc. is a California heavy civil and utility contractor specializing in electrical substations, BESS facilities, and infrastructure construction.

Our projects require strong coordination between civil construction, electrical construction, utilities, engineers, subcontractors, suppliers, and field personnel. We are building a team of professionals who value safety, accountability, communication, teamwork, and execution.

Job Type: Full-time
Location: Fresno, California, with support for projects throughout California
Work Environment: Office and construction project sites as required

Heavy Road & Rail Inc. is an Equal Opportunity Employer.