Project Site Coordinator

VIVA USA Inc; Adelanto (CA); On-site; USD 60,000 - 90,000; Full time

Job summary

VIVA USA Inc in Adelanto, CA is seeking a proactive Site Project Coordinator to support the Site Manager and construction teams with office operations, reporting, and onboarding.

You will manage timekeeping records, coordinate meetings, maintain SharePoint and SAP workflows, and ensure safety and accuracy across daily admin tasks.

Qualifications

• 5+ years of administrative experience, ideally in construction or project management.
• Excellent written and verbal communication skills
• Demonstrated attention to detail in timekeeping and reporting activities.
• Proven ability to manage multiple responsibilities simultaneously in a fast‑paced, dynamic workplace.
• Advanced aptitude for collecting, organizing, and maintaining records, reports, and documentation with precision.

Responsibilities

• Support Site Manager and site team in construction trailer office operations and a range of administrative tasks.
• Collect, organize, and manage reports detailing project progress; prepare and distribute meeting minutes and documents.
• Track action items and deliverables from meetings, ensuring clear communication and accountability.
• Manage onboarding and offboarding for project personnel; greet visitors and ensure site procedures are followed.
• Track on-site personnel timesheets; maintain staff registers and share data with relevant departments.
• Perform general admin duties, backup support during absences, and manage parcels via FedEx.
• Coordinate with local services and contractors (housekeeping, security, warehouse) to facilitate site operations.
• Monitor office supply inventories and PPE; manage SAP Ariba purchasing and related materials.
• Coordinate travel, lodging, and relocation for site personnel and visitors; liaise with Mobility/Travel teams.

Skills

Administrative experience

Communication skills

Attention to detail

Time management

Multi-tasking

Tools

Teams

SharePoint

Excel

PowerPoint

Outlook

Forms

Ariba

Fieldglass

Bluebeam

ServiceNow

Job description

Site Project Coordinator

Primary Duties and Responsibilities

The Project Site Coordinator supports the Site Manager and the site team in construction trailer office operations and a range of administrative tasks, reporting administratively to the Site Manager and functionally to the Team Leader, HVDC Construction & Commissioning Site Support Team – North America.

Project Site Administration and Coordination Responsibilities

Reporting and Documentation

Collect, organize, and manage reports detailing project progress. Assist in the preparation of progress, site, project, and management presentations to ensure stakeholders are kept informed. Compile, organize, and manage weekly reports, and prepare and distribute meeting minutes, reports, and documents. Track action items and deliverables related to topics discussed during attended meetings, maintaining clear and consistent communication. Draft communications, including emails, reports, and messages, to keep the team updated and informed.

Meeting Participation and Coordination

Participate in meetings, record and distribute minutes, and monitor the completion of assigned action items. Support Coordinator and Site Support team meetings by tracking action items from site meetings and following up as needed to ensure accountability and timely resolution.

Personnel Management, Onboarding, and Offboarding

Manage the onboarding and offboarding processes for project personnel, providing orientation and guidance for new employees joining the construction sites. Greet and prepare site visitors for site requirements, ensuring all necessary procedures are communicated. Maintain up-to-date lists of site team members and support Health, Safety, and Environment (HSE) with certification and emergency contact documentation.

Time Tracking and Record Maintenance

Track on-site clientpersonnel timesheets and working hours, maintaining comprehensive records using tables, charts, and dashboards. Share this information with relevant departments as needed. Maintain an updated register ofclient personnel present on site, ensuring accurate and current tracking of all staff.

Administrative Support and Office Management

Perform general administrative duties, providing backup support during staff absences or periods of high workload. Maintain current delivery records and manage the sending and receiving of parcels, primarily through FedEx. Oversee the administration of living quarters, site vehicles, local transportation, offices, and facilities. Introduce personnel to administrative procedures and routines to ensure smooth integration into site operations.

Services and Contractor Coordination

Maintain regular and effective contact with local services suppliers and contractors, including those providing such as housekeeping, warehouse, and security services, to facilitate site operations.

Inventory and Resource Management

Monitor office supply inventories and ensure the availability of Personal Protective Equipment (PPE) for visitors. Order office supplies and snacks through SAP Ariba and manage the inventory of office materials, shared technology, and PPE.

Travel and Relocation Coordination

Support the coordination of travel, lodging/housing, and relocation services for site personnel and visitors. Closely coordinate and collaborate with Mobility Business Coordinators, Travel Coordinators, International Project Worker Partners, Project Construction and Commissioning Manager, and designated relocation service providers to arrange housing, transport, and documentation for team members.

Records and Archives Management

Maintain accurate records, databases, filing systems, and archives in both electronic and hard copy formats. Manage filing systems and archives (digital and physical) and upload and maintain documents in SharePoint and other platforms to ensure data integrity and accessibility.

Team Engagement and Culture

Organize team activities and events to promote engagement and collaboration. Help foster a respectful, inclusive site culture that supports the well‑being and productivity of all team members.

Tools & Systems

• Microsoft Products: Teams, SharePoint, Excel, Word, PowerPoint, Outlook, Forms, CoPilot, and Loop
• SAP: Reiwa (internal time entry), Fieldglass (external payroll), Ariba (purchasing)
• Extended ECM (xECM – document management)
• Bluebeam (blueprint viewing)
• ServiceNow (IT ticketing)
• Windows based PC, iPad, iPhone

Requirements

• 5+ years of administrative experience, ideally in construction or project management
• Excellent written and verbal communication skills
• Demonstrated attention to detail in timekeeping and reporting activities.
• Proven ability to manage multiple responsibilities simultaneously in a fast‑paced, dynamic workplace.
• Advanced aptitude for collecting, organizing, and maintaining records, reports, and documentation with precision.

Candidate Profile

• Some key words that may describe you: Solutions focused
• Passionate about People + Operations
• Technology savvy
• Thrives in a diverse environment
• Details oriented

You are a proactive, detail oriented coordinator comfortable managing diverse administrative and operational tasks in a fast paced, multicultural environment. You communicate clearly, adapt quickly, and work effectively with both site leadership and cross functional teams.

You are known as a “friendly face” and have a knack for gathering information. Our Construction & Commissioning team is wildly diverse with people coming from several different countries and continents. Being a champion of safety, respect, and team culture is critical for the overall project team to thrive.

You are open to direct communication, able to hear feedback and adjust accordingly. Additionally, you can communicate openly (and appropriately) with the Site Manager and project leadership.

Certifications Needed

• OSHA 10 Certification (course will be provided if necessary)

Notes

Onsite

Working Hours (approximate): Monday to Friday 7:30am – 4:00pm Standard working hours will be restricted to 40-hours per week.

VIVA is an equal opportunity employer. All qualified applicants have an equal opportunity for placement, and all employees have an equal opportunity to develop on the job. This means that VIVA will not discriminate against any employee or qualified applicant on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status