Project Site Coordinator

Job Title: Project Site Coordinator

Location: Astoria, New York

Address: CHPE Astoria - 31-01 20th Ave Astoria, NY 11105

Working Hours: Monday to Friday 7:15am 4:15pm

Certifications Needed: OSHA 10 Certification (course will be provided if necessary)

Project Assignment: Champlain Hudson Power Express (CHPE) Astoria

Project Purpose: High Voltage Direct Current (HVDC) Converter Station

Champlain Hudson Power Express (CHPE) | Client

Working Attire: Business casual at a construction site. Closed toe boots, jeans/khaki-style pants, and a polo type shirt are appropriate.

Project Structure: Consortium (Client acts in an advisory and representative role, reporting to the Principal Contractor and Client.)

Important Site Specific Notes: No smoking or vaping to be used at the site, no firearms allowed on site, no alcohol allowed on site.

Who You Are

Some key words that may describe you Problem solving + solutions focused Technology savvy + Outlook Master Growth mindset + inquisitive

People + Operations

You are well versed at coordinating and communicating and make it look easy! With variety being the spice of life, your duties can widely range on any given day; onboard-ing a new project team member, arranging the weekly Friday Fika, recording action items and distributing meeting minutes, working with Global Mobility, and so much more.

You are known as a friendly face and have a knack for gathering information. Our Construction & Commissioning team is wildly diverse with people coming from several different countries. Being a champion of respect and culture is critical for the overall team to thrive.

You are open to direct communication, able to hear feedback and adjust accordingly.

Additionally, you can communicate openly (and appropriately) with the Site Manager and project leadership.

Who You Work With

• The CHPE Astoria Core Project Team Site Manager, Project Construction & Commissioning Manager, Installation Manager, Quality Manager, Health Safety and Environmental (HSE) Site Representative
• Consortium Partner + Client Representatives
• Other Client Project Site Coordinators
• Team Leader of HVDC Site Support (North America) + Global Head of HVDC Site Support

What You Would Do

The Project Site Coordinator directly supports the Site Manager and the site team in

office operations and a range of administrative tasks; reporting hierarchically to the Site Manager and functionally to the Team Leader for HVDC Site Support North America.

Administration & Operations

• Welcome site visitors and prepare them for the site requirements.
• Onboarding & Offboarding of short-term and long-term assigned project team members.
• Compiling weekly reports, taking and distributing meeting minutes, and updating presentations as needed.
• Craft and distribute communications as needed: emails, reports, text messages, etc.
• Maintain accurate documentation of the site team list, support HSE with docu-mentation of certifications and emergency contacts.
• Attend and participate in Project Site Coordinator and Site Support Team specific meetings.
• Order office supplies and snacks via SAP Ariba purchasing program.
• Upload documents into SharePoint drives and document management programs as needed.
• Attend site meetings; take and distribute minutes of meetings and track the progress of the defined actions items.
• Track site personnel timesheets and working hours. Maintain a track record with table and charts of this information and share with required departments in the business
• Keep an updated record of Client personnel on site.
• Implement the business processes and engage with other team members in the continuous improvement of processes and procedures.
• Maintain records/databases/filing systems/archives, in electronic and/or hard copy format as requested.
• Send/receive parcels and documents, primarily via FedEx.
• Work directly with Business Mobility, Global Mobility, Travel Coordinators, Project Construction & Commissioning Managers, and the respective corporate relocation services to ensure team members are provided with housing, transportation, and documentation services as needed.
• Regular contact, as required and authorized, with local suppliers and contractors, including housekeeping, warehouse staff, and security.
• Control and track the inventory of office material supplies, shared technology, and the availability of Personal Protective Equipment (PPE) for site visitors.
• Organize all team activities, events, and outings.
• Foster a respectful office environment that honors the diversity of our Client project teams.

Technology Used

Microsoft

Teams

SharePoint

Excel

Word

PowerPoint

Outlook Mail and Calendar

Forms

SAP

Reiwa (for time entry)

Ariba (for ordering supplies)

Extended ECM Document Management System

Bluebeam Blueprint viewing

ServiceNow IT Ticketing System

Windows based PC

iPad + iPhone

Must Have Requirements

5 years+ of proven experience in administrative tasks, preferably in a construction or project management focused environment.

Exceptional written and verbal communication skills to effectively interact with team members, suppliers, and contractors.

Strong organizational abilities to collect, organize, and maintain records, reports, and documentation accurately.

High level of attention to detail to ensure accuracy in tracking personnel timesheets, working hours, and other administrative tasks.

Demonstrated capability to manage multiple tasks simultaneously and prioritize effectively in a fast-paced environment.