Description

Title: Senior Administrative Coordinator, Project Planning
Department: E&C – Self - Perform
Location: Remote
Supervisor: Senior Director of Preconstruction
FLSA Status: Non-Exempt
Position Status: Permanent, Full-time

Work Status (Remote/Hybrid/In-Office): Hybrid

Sr. Administrative Coordinator, Project Planning

Hanwha Qcells USA Corp (“HQC US”) develops, invests, and delivers solar photovoltaic (PV) and battery energy storage systems (BESS) projects through Engineering, Procurement, Construction (EPC) services in North America.

The company brings a decade of global leadership in solar PV to deliver utility-scale power generation plants customized for local and regional energy markets. HQC US offers the full spectrum of PV solutions – from the core technology of cells and modules to large-scale project development and investment. With proven capabilities across the solar and battery storage value chain, HQC US minimizes uncertainty and risk, and helps customers achieve a higher return on their investment in renewable energy.

As an integral part of the global Qcells brand, Qcells USA benefits from a legacy of excellence in photovoltaic manufacturing. Qcells is renowned worldwide for its high-performance, superior-quality solar cells and modules. With dual headquarters in Seoul, South Korea (Global Executive HQ) and Thalheim, Germany (Technology & Innovation HQ), Qcells operates under the umbrella of Hanwha Group, a FORTUNE Global 500 company and one of the top 8 business conglomerates in South Korea.

SUMMARY

The Sr. Administrative Coordinator, Project Planning plays a pivotal role in our utility-scale solar Engineering Procurement Construction (EPC) company. As a senior coordinator, you will play a crucial role in supporting the smooth functioning of the organization by providing high-level administrative assistance to senior executives and managers. Your exceptional organizational skills, attention to detail, and ability to handle multiple tasks simultaneously will contribute to the team's efficiency and productivity.

This position is the catalyst that ensures continuity between the teams and departments and will play a crucial role in supporting our utility-scale solar projects, ensuring seamless coordination and communication among various stakeholders, including internal teams, clients, suppliers, and subcontractors. The ideal candidate will have strong administrative skills, excellent communication abilities, and a passion for renewable energy. This position reports to the Senior Director of Preconstruction, or another management personnel that the President of the Company may designate. This position is remote (unless located in Irvine, CA) and working hours are Monday through Friday, from 8:00am to 5:00pm or 9:00am to 6:00pm local time. Overtime and weekend working hours may be required as needed. This position is expected to travel up to 10%.

ESSENTIAL JOB FUNCTION & RESPONSIBILITIES:

Administrative Support:

Manage scheduling aspects of appointments and calendars for team leads: Coordinate and schedule appointments, meetings, and events for the construction management team, ensuring efficient use of their time.
Prepare and distribute correspondence: Compose and proofread emails, memos, reports, and other documents on behalf of the construction management team as needed, ensuring accuracy and professionalism.
Act as a point of contact: Answer and screen calls, take messages, and respond to inquiries on behalf of the construction management team.
Organize travel arrangements: Make travel arrangements including booking flights, accommodations, and transportation for senior executives, ensuring smooth and hassle-free travel experiences.
Coordinate meetings and conferences: Arrange logistics for meetings and conferences, including reserving meeting rooms, setting up audiovisual equipment, and coordinating catering, as needed.
Manage sensitive and confidential information: Handle confidential and sensitive information and documents with utmost discretion and maintain confidentiality at all times.
Provide coordination support: Assist with general administrative tasks such as filing, organizing and maintaining records, managing office supplies, and coordinating office equipment maintenance and repairs as needed
Coordinate projects and initiatives: Assist with the planning, coordination, and implementation of special projects and initiatives as assigned by the construction management team.
Liaise with internal and external stakeholders: Interact professionally and effectively with internal team members, external clients, vendors, and partners, ensuring a positive and professional image of the organization.

Document Management

Support the construction management team in decision-making: Conduct research, gather data, and prepare reports and presentations to support senior executives in making informed decisions.
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 completed within their deadlines.
Schedule travel for team members.
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 teams, external stakeholders, and project staff 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 ranging for project budget related items into appropriate project management programs or excel to ensure all data is accurately reported.
Gather departmental data on spent budgets and create reporting slides and deliverables for managements review.

Process Implementation & Compliance

Ensure all project teams follow the appropriate standard operating procedures to ensure it is aligned with any pre-existing compliance related items.
Understand the construction processes to make sure the teams are completing deliverables in a timely manner and reporting findings to the project lead if discrepancies or delays occur.
Complete checking of approvals set by the Project lead to ensure timelines are met
Supplementally help train new team members on processes and policies.

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 of minimum 5 years in an administrative support role, preferably in the renewable energy or construction industry. Required Skills:
Excellent organizational and time management skills, with the ability to prioritize tasks effectively and meet deadlines.
Strong attention to detail, with the ability to maintain accuracy while handling multiple tasks simultaneously.
Exceptional written and verbal communication skills, with the ability to compose professional correspondence and communicate effectively with various stakeholders.
Proficiency in using MS Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software and tools.
Strong problem-solving skills, with the ability to anticipate and address potential challenges proactively.
Ability to maintain confidentiality and handle sensitive information with discretion.
Strong interpersonal skills, with the ability to build and maintain positive relationships with colleagues and stakeholders at all levels.
Excellent teamwork and collaboration skills, with the ability to work effectively both independently and as part of a team.
Flexibility and adaptability to changing priorities and situations.
Strong decision-making and critical-thinking skills, with the ability to analyze information and make sound judgments.
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.
Ability to work independently and as part of a team in a fast-paced environment.

PHYSICAL DEMANDS

Stationary Position: frequently remains stationary up to 90% of the time and sitting up to 8 hours in a day
Move/Traverse: infrequently bend, stand, stoop and/or walk
Carry Weight: infrequently carry weight and/or lift objects (light to heavy) weighing up to 10 pounds
Hearing and Speech: frequently communicates with the ability to hear and talk on a regular basis with employees, coworkers, and all personnel matters; must be able to exchange accurate information in these situations
Sight: frequent use of sight to detect images on computer, office documents, and office objects near and far
Climb: occasionally ascends/descends on stairway to get to office upper and lower floors
Travel: up to 10% as needed

WORK ENVIRONMENT

Regular professional, office business setting
Noise level ranges from low to moderate (if in office setting)
Noise level ranges from moderate to high (if on construction worksite)

Hanwha Qcells is proud to be an at-will Equal Opportunity Employer and prohibits discrimination against race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, pregnancy, citizenship, disability, protected veteran status and any other classification protected by applicable federal, state or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

We are committed to the full inclusion of all qualified individuals. As part of this commitment, Hanwha Qcells will provide reasonable accommodations to all qualified individuals with disabilities to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment. Please contact us to request accommodations at hr-usa@qcells.com.

Nothing in this statement shall imply implicitly or explicitly a guarantee of employment outside our at-will employment opportunity.

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Senior Administrative Coordinator, Project Planning