Administrative Coordinator – Project Planning

Description

Title: Administrative Coordinator
Department: Operation 1
Location: Hybrid
Supervisor: Senior Director of Project Planning
FLSA Status: Non- Exempt
Position Status: Permanent; Full-time

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

ADMINISTRATIVE COORDINATOR

Hanwha Qcells USA Corp (Qcells USA), headquartered in Irvine, CA, specializes in providing utility-scale modules, solar photovoltaic (PV), and battery energy storage systems (BESS) project development, along with Engineering, Procurement, and Construction (EPC) services for solar and BESS projects nationwide. Qcells USA delivers comprehensive turnkey solutions encompassing the entire utility-scale project lifecycle. By choosing Qcells USA for turnkey solutions, customers can reduce uncertainty and risk, leading to enhanced investment returns and contributing to a more sustainable future.

Qcells USAs complete turnkey solutions seamlessly integrate the expertise of our Development, Module, and EPC teams, while ensuring close coordination with other vital internal groups such as Project Finance, Systems Integration, and Legal. This collaborative approach ensures that Qcells USA projects deliver exceptional value and performance. With several multi-billion-dollar investments, Qcells is pioneering the establishment of the only complete module supply chain in the U.S., including the expansion of our Georgia module manufacturing facility, which stands as the largest in the Western Hemisphere.

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 Administrative Coordinator plays a pivotal role in our utility-scale solar Engineering Procurement Construction (EPC) company. This position is the catalyst that ensures continuity between the teams and departments. The Administrative Coordinator 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 Project Planning, or another management personnel that the CEO of the Company may designate. This position is hybrid (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

• 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 appropiate party who is responsible is assigned.
  • Follow up and ensure all tasks are being completed within thier 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.

EXAMPLE OF 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

EXAMPLE OF 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.

It is important to note that the job descriptions provided by Qcells USA Corp are not intended to be comprehensive lists of all duties, responsibilities, or qualifications associated with the positions. Duties and responsibilities may change at any time with or without notice, reflecting our dynamic and evolving work environment.

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 [email protected].

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