Solar Project Coordinator

Work with Project Managers to ensure all projects are meeting contractual obligations, keeping them aware of necessary dates for project phases upon execution of projects.  Ensure policies and procedures regarding document storage are followed.  Set up and ensure all project workspaces are set up and maintained properly.

Essential Responsibilities: 

Box Workspace

• Ensure all policies and procedures regarding NEP’s Box handbook are properly and timely filed, including:
• Ensuring all necessary relevant documents to the designated box folders in accordance with NEP Box handbook daily.  
• Ensuring all documents are properly filed in box in accordance with NEP’s naming convention. 
• Ensure all documents are up-to-date and the most recent version.
• Dates in the file name should correspond to the date on the document, not the date received
• Provide suggestions on improving folder structure and communicate them to the Project Manager and VP of Operations.

Smartsheet Workspace

• Initial setup and onboarding of all assigned project workspace sheets using NEP templates.
• Ensure all project workspace sheets have been onboarded correctly with all links active and functional.
• Ensure all project workspace sheets are up to date and that all tasks are properly managed.

Project Coordination

• Monitor and oversee all necessary contractual obligations regarding project specific contracts with customers, contractors, and vendors with direction from Project Manager and VP of Operations.
• Input extracted contractual obligations into Smartsheet upon approval from Project Manager.
• Identify drop dead dates for project phases upon execution of contracts. Dates should be approved by the Project Manager.
• Notify the controller when projects begin.
• Prepare meeting agendas prior to all meetings.
• Distribute meeting notes accordingly after each meeting by email and internal Google Spaces
• Follow-up weekly with contractors in preparation of weekly customer progress report.
• Develop weekly customer progress reports.
• Negotiate with vendors/contractors for quotes and estimates.
• When quotes are received, onboard the quote into Box as well as the budget sheet, link quote to relevant row(s).
• Prepare purchase orders and send them for approval.
• Prepare interconnection applications using the SLD/layout for the Project Manager’s review. Upon approval the application should be submitted with all documentation and uploaded into the project Box folder.
• Upload to Box and forward to Controller and Project Manager all incoming invoices.
• Prepare weekly look-ahead reports per project for Project Manager.
• Schedule weekly status meetings with Project Manager to go over projects.
• Keep track and report of all contract amendments and follow up with necessary changes/adjustments to the project to the Project Manager.
• Notify Project Manager to initiate change orders.
• All project decisions or communications with respective customers, contractors, engineers, or vendors must be approved by the Project Manager.
• Responsible for scheduling meetings with clients, contractors and engineers in accordance with direction from Project Manager.
• Respond to all tasks in a timely fashion. If you cannot meet a deadline, notify the PM of why the task end date is being pushed out via the Smartsheet comments on the relevant row
• Utilize the SolarEdge designer tool to map and publish the layout for the solar system. Project manager will review and ensure compliance with engineering drawings.
• Gather and draft the project closeout book. Project Manager will review, approve, and send the PDF to the customer.
• Monitors drop dead dates for assigned projects and provide Project Manager with anticipated issues in a timely manner