Solar Construction Administrative Coordinator

Clean Power Staffing; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Clean Power Staffing seeks an on-site Administrative/Operations Support professional to assist project management and construction teams on a utility-scale solar project. You will manage documentation, coordinate site communications, track records, and support reporting in a fast-paced environment.

The ideal candidate is highly organized, detail-oriented, and comfortable working with project managers, site managers, subcontractors, vendors, and field personnel.

Qualifications

• Experience supporting project teams in construction or energy projects.
• Strong organizational skills and detail orientation.
• Ability to manage documentation and records.
• Comfort in fast-paced environments and cross-functional collaboration.
• Experience with timesheets, expenses, and invoicing is a plus.

Responsibilities

• Provide daily administrative support to Site Manager, Construction Manager, Project Manager, and broader project team.
• Maintain and organize project documentation, including contracts, submittals, RFIs, change orders, meeting minutes, and construction records.
• Manage document control processes to ensure project files, drawings, reports, and revisions are accessible.
• Assist with daily, weekly, and monthly project reporting, including construction progress, manpower tracking, productivity updates, and site activity summaries.
• Coordinate and distribute project communications, meeting agendas, action items, and follow-up documentation.
• Support processing and tracking of invoices, purchase orders, subcontractor documentation, and project-related expenses.
• Maintain records of subcontractor and vendor information, including insurance certificates, compliance documents, and required deliverables.
• Assist with onboarding and offboarding of site personnel, tracking documentation, training records, and site access requirements.
• Track project schedules, milestones, and administrative deliverables to support timely completion of construction activities.
• Collaborate with Quality and Safety teams to maintain documentation, inspection records, training logs, and compliance files.
• Support management of timesheets, attendance records, travel documentation, and per diem reporting.
• Coordinate site meetings, visitor access, office supplies, equipment requests, and other logistical requirements.
• Ensure project records are maintained per company policies and client expectations.
• Identify administrative gaps, improve document organization, and support efficient communication among stakeholders.
• Perform additional administrative and coordination duties as required to support successful project execution.

Job description

Clean Power Staffing seeks an on-site Administrative/Operations Support professional to assist project management and construction teams on a utility-scale solar project. You will manage documentation, coordinate site communications, track records, and support reporting in a fast-paced environment.

The ideal candidate is highly organized, detail-oriented, and comfortable working with project managers, site managers, subcontractors, vendors, and field personnel.