Project Coordinator

Scope of Functional Role: 

The Project Construction Coordinator (PCC) will be responsible for managing project documentation, supporting continuous improvement initiatives, supporting the on-site construction team, ensuring compliance with construction contracts, and overseeing daily on-site office management. This role plays a critical part in the smooth operation and documentation of the project’s activities, ensuring that all information is well-organized, up-to-date, and accessible to the team.

Key Responsibilities

Document Control & Management:

• • Project Files: Ensure that all files are accurate and properly loaded into the project depository systems. Maintain control of all project documents within the project database, ensuring timely updates and accessibility for team members. File the daily Plan of the Day (POD) and any other discussion or meeting documentation as needed.
  • Meeting Minutes: Record minutes for all applicable project meetings and distribute them to attendees within 48 hours for review. Ensure minutes are filed properly for future reference.
  • Workflow Monitoring: Design and monitor document workflows for different project processes, ensuring they meet contractual and compliance requirements.

• • Pay App Review: Review EPC Pay Applications monthly to verify quantities completed, Lien Waiver for accuracy and send documented approvals to Client.

• • Change Order Documentation and Validation: Ensure all proper documentation is collected and provided to Client in support of change order review.

Tracking and Reporting:

• • Daily/Weekly Reporting: Ensure all contractually obligated reporting is being completed timely and accurately.  Identify any discrepancies with EPC Contractor’s reporting to ensure corrections and all-party consensus on submitted reports to safeguard against change orders and future disputes.
  • Schedule and Variance Tracking: Track and maintain schedules for project and milestone completion progress and report any discrepancies to the Client and EPC
    Contractor to ensure all EPC Contractor schedule submittals and Pay Apps are accurate.

• • Submittal/Transmittal/Equipment Tracking: Enforce contractual obligation of forms, timeframe of completion and distribution. Update and track all equipment serial numbers per location, from delivery through commissioning and handover to Operations & Maintenance.

• • Requests for Information (RFI): Track and update the status of all RFIs, ensuring the team is aware of any critical or delayed responses before internal and external meetings.
  • Inspection Data: Keep records of internal or third-party inspection information, ensuring timely updates and tracking.
  • Non-Compliance Notifications (NCN): Monitor and track NCNs related to site activities and prepare a summary report for weekly internal and external meetings.
  • Punch List Items: Track and update all punch list items through to final completion.
  • Component Binders: Ensure binders and/or job books are maintained for all installed equipment, such as solar components, transformers, and meteorological (Met) stations. This includes digital and paper files as needed for the solar components, O&M building, substation, and Met stations.

Office & Logistics Management:

• • Visitor & Vendor Tracking: Manage sign-in sheets for visitors and vendors to ensure accurate tracking of site access.
  • Office Supplies: Monitor and track all site office supplies, including printers and other Client-issued equipment.
  • Phone & Mail Management: Answer phones, and mail logs, and ensure the proper handling of handoffs.
  • Shipping & Receiving: Manage shipping and receiving of packages or other deliveries as needed.

• • General Support: Provide assistance to all on-site team members, ensuring smooth day-to-day operations and support for various administrative tasks.

Compliance and Conduct:

• • Staff Training & Onboarding: Assist in the selection and training of on-site staff on document control, accounting support, and workflow processes.
  • Site Rules and Compliance: Ensure compliance with the Client’s safety, security, confidentiality, and professional conduct policies while on the Client’s premises. This includes adherence to the Client’s Contractor Safety Requirements.

Deliverables

PEC’s PCC will be responsible for:

• • Accurate Project Documentation: Ensuring that all documents, files, job books and reports are correctly maintained and accessible.
  • Timely Reporting: Providing up-to-date reports and documentation for all RFIs, NCNs, inspections, punch lists, and equipment tracking to support internal and external meetings.
  • Meeting Coordination: Support the organization and management of monthly meetings, including agenda distribution, minute taking, and logistical arrangements.

Compliance

PEC shall comply with the Client’s standard rules, safety requirements, confidentiality policies, and conduct regulations while on-site. This includes upholding professionalism and adhering to all applicable site-specific safety protocols and guidelines.

The Project Construction Coordinator (PCC) role is integral to the successful execution of the project, providing essential administrative support and ensuring that all construction documentation is accurate, organized, and accessible to the project team.

• • Solar Energy Construction Manager, Project Construction Coordinator (PCC)
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