Site Administrative Assistant

Job Description

Job Description

Position Summary

The Site Administrator provides administrative and operational support for utility-scale solar construction projects. This role is responsible for coordinating site documentation, onboarding personnel, maintaining project records, supporting field operations, and ensuring efficient communication between the project site, corporate office, subcontractors, and vendors. The Site Administrator plays a key role in keeping project operations organized, compliant, and running efficiently.

Key ResponsibilitiesSite Administration & Document Control

• Maintain organized project files, logs, reports, and correspondence.
• Manage document control for drawings, RFIs, submittals, permits, inspections, and project documentation.
• Distribute updated drawings and project communications to field teams and subcontractors.
• Track and maintain daily reports, manpower logs, equipment logs, and production reports.
• Support timekeeping and payroll coordination for site personnel.

Personnel & Site Support

• Coordinate onboarding and orientation for employees, subcontractors, and visitors.
• Maintain training records, certifications, badging, and compliance documentation.
• Assist with travel, lodging, and transportation arrangements for project staff as needed.
• Support workforce scheduling and coordination activities.

Procurement & Logistics Support

• Assist with material receiving documentation and delivery tracking.
• Coordinate with procurement and warehouse teams regarding shipments and inventory.
• Maintain records for equipment rentals, purchase orders, invoices, and vendor documentation.
• Support field teams with administrative follow-up related to deliveries and shortages.

Communication & Coordination

• Serve as primary administrative contact for the construction site.
• Coordinate meetings, prepare agendas, and distribute meeting minutes.
• Interface with corporate departments including HR, payroll, safety, and accounting.
• Support client, inspector, and visitor coordination activities.

Compliance & Reporting

• Ensure project records are maintained in accordance with company and client requirements.
• Assist with preparation of reports for project management and ownership teams.
• Maintain confidential personnel and project information.
• Support compliance with company safety policies and site procedures.

Qualifications

• High school diploma or GED required; associate or bachelor’s degree preferred.
• 3+ years of administrative experience in construction, energy, industrial, or infrastructure projects preferred.
• Experience supporting utility-scale solar or renewable energy projects is highly desirable.
• Strong organizational and multitasking abilities in fast-paced field environments.
• Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams.
• Experience with project management or document control platforms preferred.
• Excellent written and verbal communication skills.
• Ability to work independently and maintain professionalism on active construction sites.

Preferred Experience

• Construction site administration experience.
• Knowledge of construction documentation and terminology.
• Experience supporting multi-contractor project environments.
• Familiarity with payroll/timekeeping systems and ERP platforms.

Work Environment

• Primarily based at active solar construction project sites.
• May require extended hours, weekends, and travel depending on project needs.
• Combination of office trailer and outdoor construction environment.