Engineering Project Coordinator

Engineering Project Coordinator

Engineering Administrator | Supervisor: Engineering Project Manager | Full-time | Fully Remote

Position Overview

The Engineering Project Coordinator independently executes routine administrative and permitting activities for CalSolar’s Engineering Department, freeing Design Managers and engineers to focus on technical design, quality, constructability, and project delivery. The position owns assigned administrative deliverables from intake through completion—not simply reminders and status tracking. This is a nontechnical engineering support role with defined boundaries for project management, client coordination, and engineering decisions.

Primary Responsibilities

Project Intake & Information Collection

• Check project intake packages against established requirements; identify missing drawings, utility/service information, site photos, equipment information, forms, and other supporting documents.
• Obtain missing administrative documentation from internal teams and designated external contacts, coordinating client requests through the assigned Project Manager.
• Maintain an actionable missing-information log with owners, due dates, and timely escalation of unresolved blockers before scheduled design milestones.

Permitting & AHJ Coordination

• Independently assemble and submit permit and resubmittal packages once engineering plans and technical responses have been approved; complete administrative applications, uploads, and required forms.
• Track permit numbers, fees, submissions, plan-check status, comments, resubmittal dates, approvals, and permit issuance; follow up directly with AHJ administrative staff.
• Route technical comments to the responsible engineer or Design Manager; track responses and assemble the final resubmission without interpreting codes or preparing technical responses.
• Retrieve and distribute issued permits and approved/stamped plans, and archive them in the designated project folders.

Document Control & Administrative Deliverables

• Maintain project folders, document naming, revision history, current plansets, superseded documents, calculations, correspondence, and approval records in accordance with existing standards.
• Prepare, route, and file administrative forms, signatures, document packages, and project closeout records.
• Complete assigned repetitive data-entry and document-routing tasks without requiring routine Design Manager supervision.

Schedule, Task & Meeting Support

• Maintain accurate administrative task status, assignments, deadlines, and next steps in established systems (Salesforce, Scoop, Smartsheet, Slack, and related tools).
• Follow up on administrative action items through closure; identify stalled items and escalate to the accountable project or engineering owner.
• Provide targeted scheduling, agendas, meeting notes, and action-item tracking when requested; attend handoffs or recurring meetings only when administrative support adds clear value.
• Generate routine status reports from existing systems rather than requiring Design Managers to prepare duplicate updates.

Department Support

• Support engineering staff onboarding, access requests, training scheduling, document distribution, and other recurring administrative needs.
• Coordinate administrative document/status requests with the Utility Interconnection team without owning interconnection applications.

• Assist with administrative communication of assigned design/drafting tasks while leaving technical direction and resource decisions to engineering leadership.

Ownership & Role Boundaries

• Engineering Project Manager: supervises this role and owns engineering schedule oversight, workload priorities, resource coordination, and escalations.
• Design Managers / Design Engineers: own technical direction, design reviews, QC, code interpretation, consultant technical coordination, and approval of technical deliverables.
• Assigned Project Manager: owns client coordination, scope management, commercial commitments, and overall project communication. The Coordinator routes external/client requests through the PM unless expressly delegated.
• Engineering Project Coordinator: owns execution and timely completion of assigned administrative tasks; does not change technical priorities, commit engineering resources, or independently revise project schedules.
• Interconnection team: owns utility interconnection applications. Significant scope, schedule, budget, or resource issues escalate to the appropriate manager.

Required Skills & Qualifications

• 2+ years in project coordination, administrative support, construction documentation, permitting, or engineering support; commercial solar PV/BESS experience preferred.
• Experience coordinating California city, county, or fire-department permit applications strongly preferred.
• Ability to navigate construction plan sets, including site plans, solar layouts, single-line diagrams, and plan-check comments, without performing technical review.
• Strong ownership, organization, persistence, professional written/verbal communication, and ability to manage many concurrent administrative deliverables.
• Proficiency with PDF and document-control workflows, preferably Bluebeam; comfort with Google Workspace, Salesforce, Scoop, Smartsheet, Slack, and similar systems.
• Ability to follow existing procedures, recognize when technical input is needed, and escalate exceptions without creating unnecessary coordination layers.

Performance Expectations (Initial Targets)

Success is measured by completed administrative work and reduced Design Manager administrative burden, not by the volume of reminders or meetings. Initial targets will be calibrated against actual workload and baseline performance during the first 60–90 days.

• Recover approximately 3–5 administrative hours per Design Manager per week, subject to baseline measurement.
• Submit complete permit packages within one business day of technical approval when all prerequisites are available.
• Provide weekly status updates for active permit applications; file received documents within one business day.
• Close at least 90% of assigned administrative actions by their agreed deadlines; maintain visibility of exceptions.
• Track missing project-intake documents and escalate blockers ahead of scheduled design starts.

CalSolar Inc. is an equal opportunity employer committed to a culture based on respect and performance.

Originally posted on Himalayas