Administrative Project Coordinator

Administrative Project Coordinator

Position Title: PROJECT COORDINATOR Location: CORPORATE-HOUSTON FLSA Class: EXEMPT Responsible to: SR DIRECTOR OF CONSTRUCTION

The Infrastructure Delivery Coordinator provides administrative and coordination support for infrastructure delivery projects during active construction and deployment phases. This role works closely with project managers, infrastructure teams, contractors, vendors, and other stakeholders to support project communication, documentation management, reporting, and meeting coordination activities. Key responsibilities include maintaining project documentation and drawings within SharePoint, Procore, and other project management systems, preparing meeting minutes and action items, compiling project updates, and assisting with weekly reporting and presentation materials. This position plays a key role in supporting organization, communication, and document management efforts across infrastructure delivery teams.

Essential Duties and Responsibilities:

Project Documentation & Systems Coordination

• Upload, organize, maintain, and distribute infrastructure project documentation, drawings, and related project files within SharePoint, Procore, and other project management systems.
• Maintain accurate and organized project records, ensuring documentation is current, accessible, and properly archived.
• Support document control processes by tracking revisions, updates, and project deliverables.

Meeting Coordination & Administrative Support

• Coordinate and support project and team meetings, including scheduling meetings, preparing agendas, recording meeting minutes, tracking action items, and distributing follow-up documentation.
• Assist project teams with day-to-day administrative and coordination activities.
• Maintain meeting records, action item logs, and project communication documentation.

Reporting & Presentation Support

• Compile project updates and assist in preparing weekly reports, project summaries, and status updates for project managers and leadership teams.
• Prepare and update slide decks, presentations, and reporting materials for recurring team meetings, project reviews, and stakeholder communications.
• Support project managers with maintaining organized project tracking and reporting information.

Communication & Coordination

• Facilitate effective communication among project team members, stakeholders, contractors, vendors, and other relevant parties.
• Ensure timely distribution of project updates, meeting documentation, reports, and other project-related communications.
• Support coordination between departments and teams to help maintain project organization and workflow efficiency.

Team & Project Support

• Provide administrative support to infrastructure delivery teams and assist with project-related tasks as needed.
• Support project managers with maintaining organized project files, schedules, documentation, and reporting materials.
• Foster a collaborative and team-oriented environment through effective communication and coordination support.

Continuous Improvement

• Assist with maintaining standardized project coordination and documentation procedures.
• Support process improvement initiatives related to project organization, reporting, and document management.
• Participate in lessons learned and process review discussions as needed.

Other Requirements:

• Minimum of 3–5 years of experience in project coordination, administrative support, document control, or related support roles, preferably within Infrastructure Delivery, Construction, Power Generation, or related industries.
• Proficiency with SharePoint, Procore, Microsoft Office Suite, PowerPoint, and other project management or document management tools - Desirable but not essential.
• Strong organizational and time management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Strong administrative, coordination, and document management capabilities.
• Ability to work independently and collaboratively within cross-functional teams.
• Professional communication and interpersonal skills.
• Proactive approach with the ability to take initiative and follow through on assigned tasks.
• Ability to adapt to changing priorities and project needs.
• Ability to travel as needed.

The above statements are intended to describe the general nature and level of work being performed by employees assigned to this classification. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.

VoltaGrid is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws.

Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities, and general treatment during employment. #GC

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.