Commercial Project Administrator

Job Description

Job Description

Description:

POSITION SUMMARY

The Project Administrator plays a key role in the successful delivery of commercial solar projects by supporting Project Managers and ensuring smooth communication, permitting, utility approvals, and documentation. This role requires a detail-oriented, flexible, and organized professional who can manage multiple administrative tasks while delivering excellent support to customers and team members. The position is based in the Seattle office, with occasional travel to local jurisdictions for permit pickups.

This is a temporary position with an anticipated start date in early August 2026, running through the end of December 2026. There is potential for extension beyond this timeframe based on business needs and the performance/fit of the selected candidate.

CORE RESPONSIBILITIES

Customer Communication & Support

• Work directly with customers and contractors to provide project updates, collect signatures, and process paperwork.
• Act as the point person for questions from Project Managers, Sales, and customers regarding AHJ requirements and rebate programs
• Coordinate impact studies and other utility communications involving the customer.
• Provide excellent customer service both verbally and in writing.

Approvals & Paperwork

• Research, apply for, and purchase all necessary permits from AHJs, utilities and state incentive programs (e.g., ODOE, ETO, utility rebates)
• Assist Project Manager & Design Team in creating, compiling, and delivering project submittals.
• Ensure all installation documents and customer paperwork are complete and accurate.
• Serve as a liaison between the Design Team and AHJs for permit corrections or revisions.
• Maintain good standing and compliance with all program rules and application requirements.

Project & System Documentation

• Create install binders, help prepare site specific safety plans, install documents and permits for crews.
• Maintain accurate records in digital systems (Dropbox) and CRM (Salesforce).
• Administer and update incentive systems like PowerClerk.
• Manage and maintain Google spreadsheets for tracking permits, rebate programs and internal systems.
• Coordinate with Accounting Team to deliver and collect rebate payments.

Jurisdiction Requirements

• Understand and follow permitting, zoning, and code requirements for each AHJ.
• Stay up to date on changes in permitting regulations and lead times, and incorporate them into internal documentation and processes.
• Communicate directly with permitting offices as needed to resolve questions or issues.
• Maintain updated documentation and contribute to the internal wiki for jurisdictional processes.
• Participate in feedback loops with external partners (ETO, utilities, AHJs) to improve programs and processes.

Utility PTO Coordination and Close Out

• Manage the Permission to Operate (PTO) process utility.
• Serve as a point of contact for the utility during the PTO process, ensuring timely follow-up and resolution of issues.
• Collect all inspections, tax documentation and As-Builts.
• Create and deliver O&M Manuals and Close Out docs to customer.
• Obtain final ETO site verification and other rebate approvals for payout.

Support Project Manager(s)

• Assist PMs with scheduling inspections, preparing documentation, and submitting permit corrections.
• Help maintain the installation schedule and communicate updates to internal stakeholders.
• Support the commercial installation crews with necessary documentation and coordination.
• Proactively identify and improve administrative processes to support smoother project delivery.

• Previous experience in solar or construction administration is preferred.
• Strong organizational skills and attention to detail.
• Excellent communication skills (verbal and written). Proficiency with Adobe, MS Office and Google Suite, and Salesforce.
• Comfortable managing digital files and online AHJs, ETO/ ODOE, Utilities portals.
• Self-motivated and able to work independently.
• Strong problem-solving and project coordination skills.
• Valid driver’s license and reliable vehicle for permit pickups.