ESSENTIAL JOB FUNCTION & RESPONSIBILITIES

• Document Management 
• Manage and organize project documents, including contracts, permits, drawings, specifications, and other project-related documentation. 
• Ensure that all documentation is being upkept in its appropriate locations.  
• Verifying all documents are archived in the correct location utilizing the approved company folder structure.  
• Ensure all applicable documents are saved using the approved company naming conventions.  
• Internal Coordination 
• Facilitate communication and coordination between internal departments, external stakeholders, and project teams to ensure alignment on project requirements, timelines, and deliverables. 
• Gathering stakeholder availability and scheduling times to facilitate communication.  
• Supporting internal and external departments with information on processes and location of information.  
• Meeting Support 
• Schedule, prepare agendas, and document minutes for meetings, including kick-off meetings, design review meetings, and coordination meetings. 
• Develop meeting minutes and take detail notes including action items.  
• Distribute meeting minutes to attendees after the meeting.  
• Data Entry and Reporting 
• Entering data into project management programs or excel to ensure all data is accurately reported.  
• Gather departmental data and create reporting slides and deliverables for managements review.  
• Process Implementation & Compliance 
• Ensure all departments are following the appropriate company policies to ensure compliance.  
• Understand the departmental processes in order to maintain the teams are completing deliverables with enough time to complete approval processes.  
• Help to on-board and teach new team members on processes and policies.  
• Administrative Support 
• Export all action items from meeting minutes to a task tracker and ensure the appropriate party who is responsible is assigned.  
• Follow up and ensure all tasks are being completed within their deadlines. 
• Schedule travel for team members. 
• General Requirements 
• Regular attendance, in accordance with company’s attendance policy and supervisory assignment, is an essential job duty requirement for this position;  

REQUIRED QUALIFICATIONS

• Bachelor’s degree in business administration, Engineering, or related field. Experience and skillset can be qualified if without.  
• Proven experience (3 years) in an administrative support role, preferably in the renewable energy or construction industry. 
• Strong organizational skills with the ability to manage multiple tasks simultaneously and prioritize effectively. 
• Excellent communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders. 
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management software. 
• Detail-oriented mindset with a commitment to accuracy and quality. 
• Knowledge of construction processes, terminology, and documentation preferred. 
• Ability to work independently with minimal supervision and thrive in a fast-paced environment. 
• Advanced knowledge in Microsoft office Suite, Smartsheet, and Procore.  
• Detail-oriented with a high level of accuracy and analytical thinking. 
• Ability to work independently and as part of a team in a fast-paced environment.