Sr. Administrative Coordinator, Project Planning

Hanwha Q CELLS 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.
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 Sr. 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