Site Project Coordinator

Pay Range: $40.93hr - $43.85hr

Job Overview:

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.

Candidate Profile:

Desirable candidate traits include being solutions-focused, passionate about people and operations, technology-savvy, detail-oriented, and thriving in a diverse environment.

The successful candidate is a proactive, detail-oriented coordinator comfortable managing diverse administrative and operational tasks in a fast-paced, multicultural environment. Clear communication, quick adaptability, and effective collaboration with both site leadership and cross-functional teams are essential.

The candidate should serve as a welcoming point of contact with strong skills in gathering information. With a diverse project team, acting as a champion of safety, respect, and team culture is critical. The candidate should be open to direct communication, receptive to feedback, and capable of communicating appropriately with site management and project leadership.

Key Stakeholders:

The candidate will primarily interact and work with:

• Team Leader of HVDC Site Support (North America) and Global Head of HVDC Site Support.
• The Core Project Team, including the Site Manager, Project Construction & Commissioning Manager, Installation Manager, Quality Manager, and Health, Safety, and Environmental (HSE) Site Representative.
• Consortium partners and client representatives.
• Other Project Site Coordinators and the 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 of the Construction & Commissioning Site Support Team.

Project Site Administration and Coordination Responsibilities:

• 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.
• 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.
• 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.
• Track on-site personnel timesheets and working hours, maintaining comprehensive records using tables, charts, and dashboards, and 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.
• 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.
• 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.
• Maintain regular and effective contact with local service suppliers and contractors, including those providing housekeeping, warehouse, and security services.
• Monitor office supply inventories and ensure the availability of Personal Protective Equipment (PPE) for visitors.
• Order office supplies and snacks through procurement platforms and manage the inventory of office materials, shared technology, and PPE.
• Support the coordination of travel, lodging/housing, and relocation services for site personnel and visitors in collaboration with Mobility Business Coordinators, Travel Coordinators, International Project Worker Partners, and relocation service providers.
• Maintain accurate records, databases, filing systems, and archives in both electronic and hard copy formats, uploading and maintaining documents in SharePoint and other platforms.
• Organize team activities and events to promote engagement and collaboration, helping to foster a respectful and inclusive site culture.

Tools & Systems:

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

Requirements:

• 5+ years of administrative experience, ideally in construction or project management.
• Strong verbal and written 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.