Senior Project Coordinator

Pay Range: $38.85hr - $43.85hr

Job Overview:

The successful candidate is a proactive, detail-oriented coordinator comfortable managing diverse administrative and operational tasks in a fast-paced, multicultural environment. The candidate communicates clearly, adapts quickly, and works effectively with both site leadership and cross-functional teams. Known as a friendly presence with a knack for gathering information, the candidate will support a diverse Construction & Commissioning team with individuals from several different countries and continents. Being a champion of safety, respect, and team culture is critical for the overall project team to thrive. The candidate is open to direct communication, able to hear feedback and adjust accordingly, and communicates openly and appropriately with the Site Manager and project leadership.

Key Stakeholders:

• Team Leader of HVDC Site Support (North America) + Global Head of HVDC Site Support.
• The IPP Delta Core Project Team Site Manager, Project Construction & Commissioning Manager, Installation Manager, Quality Manager, Health Safety and Environmental (HSE) Site Representative.
• Consortium Partner + Client Representatives.
• Other Project Site Coordinators and extended Site Support Team regionally and globally.

Primary Duties and Responsibilities:

The Project Site Coordinator supports the Site Manager and the site team in construction trailer office operations and a range of administrative tasks, reporting administratively to the Site Manager and functionally to the Team Leader, HVDC Construction & Commissioning Site Support Team North America.

Reporting and Documentation:

• Collect, organize, and manage reports detailing project progress.
• Assist in the preparation of progress, site, project, and management presentations to ensure stakeholders are kept informed.
• Compile, organize, and manage weekly reports, and prepare and distribute meeting minutes, reports, and documents.
• Track action items and deliverables related to topics discussed during attended meetings, maintaining clear and consistent communication.
• Draft communications, including emails, reports, and messages, to keep the team updated and informed.

Meeting Participation and Coordination:

• Participate in meetings, record and distribute minutes, and monitor the completion of assigned action items.
• Support Coordinator and Site Support team meetings by tracking action items from site meetings and following up as needed to ensure accountability and timely resolution.

Personnel Management, Onboarding, and Offboarding:

• Manage the onboarding and offboarding processes for project personnel, providing orientation and guidance for new employees joining the construction sites.
• Greet and prepare site visitors for site requirements, ensuring all necessary procedures are communicated.
• Maintain up-to-date lists of site team members and support Health, Safety, and Environment (HSE) with certification and emergency contact documentation.

Time Tracking and Record Maintenance:

• Track on-site personnel timesheets and working hours, maintaining comprehensive records using tables, charts, and dashboards.
• Share this information with relevant departments as needed.
• Maintain an updated register of personnel present on site, ensuring accurate and current tracking of all staff.

Administrative Support and Office Management:

• Perform general administrative duties, providing backup support during staff absences or periods of high workload.
• Maintain current delivery records and manage the sending and receiving of parcels, primarily through FedEx.
• Oversee the administration of living quarters, site vehicles, local transportation, offices, and facilities.
• Introduce personnel to administrative procedures and routines to ensure smooth integration into site operations.

Services and Contractor Coordination:

• Maintain regular and effective contact with local services suppliers and contractors, including those providing housekeeping, warehouse, and security services, to facilitate site operations.

Inventory and Resource Management:

• Monitor office supply inventories and ensure the availability of Personal Protective Equipment (PPE) for visitors.
• Order office supplies and snacks through SAP Ariba and manage the inventory of office materials, shared technology, and PPE.

Travel and Relocation Coordination:

• Support the coordination of travel, lodging/housing, and relocation services for site personnel and visitors.
• Closely coordinate and collaborate with Mobility Business Coordinators, Travel Coordinators, International Project Worker Partners, Project Construction and Commissioning Manager, and designated relocation service providers to arrange housing, transport, and documentation for team members.

Records and Archives Management:

• Maintain accurate records, databases, filing systems, and archives in both electronic and hard copy formats.
• Manage filing systems and archives (digital and physical) and upload and maintain documents in SharePoint and other platforms to ensure data integrity and accessibility.

Team Engagement and Culture:

• Organize team activities and events to promote engagement and collaboration.
• Help foster a respectful, inclusive site culture that supports the well-being and productivity of all team members.

Tools & Systems:

• Microsoft Products: Teams, SharePoint, Excel, Word, PowerPoint, Outlook, Forms, CoPilot, and Loop.
• SAP: Reiwa (internal time entry), Fieldglass (external payroll), Ariba (purchasing).
• Extended ECM (xECM document management).
• Bluebeam (blueprint viewing).
• ServiceNow (IT ticketing).
• Windows based PC, iPad, iPhone.

Requirements:

• 5+ years of administrative experience, ideally in construction or project management.
• Excellent written and verbal communication skills.
• Demonstrated attention to detail in timekeeping and reporting activities.
• Proven ability to manage multiple responsibilities simultaneously in a fast-paced, dynamic workplace.
• Advanced aptitude for collecting, organizing, and maintaining records, reports, and documentation with precision.