Engineering Project Coordinator

Cal Solar Inc•San Diego, CA

4d•Remote

About The Position

The Engineering Project Coordinator independently completes routine administrative and permitting activities for CalSolar’s Engineering Department, enabling Design Managers and engineers to focus on technical design, quality, constructability, and project delivery. The role owns assigned administrative deliverables from intake through completion and provides nontechnical engineering support within defined boundaries for project management, client coordination, and engineering decisions. The Coordinator checks project intake packages, obtains missing administrative documentation, maintains missing-information logs, assembles and submits permit packages after technical approval, tracks permit progress, routes technical comments to engineering staff, and retrieves and archives issued permits and approved plans. The role also maintains project records and document control, prepares administrative forms and closeout records, updates task status in established systems, follows up on administrative actions, and provides targeted scheduling and reporting support. The position supports onboarding and other recurring departmental administrative needs and coordinates administrative document and status requests with the Utility Interconnection team without owning interconnection applications. The Engineering Project Manager supervises the role. The Coordinator does not make engineering decisions, interpret codes, own client coordination, change technical priorities, commit engineering resources, or independently revise project schedules. Significant scope, schedule, budget, or resource issues are escalated to the appropriate manager. Success is measured by completed administrative work and reduced Design Manager administrative burden. Initial performance targets include submitting complete permit packages within one business day of technical approval when prerequisites are available, providing weekly status updates for active permit applications, filing received documents within one business day, closing at least 90% of assigned actions by agreed deadlines, and tracking and escalating missing intake documents ahead of scheduled design starts. Targets are calibrated against workload and baseline performance during the first 60–90 days.

Requirements

At least 2 years of experience in project coordination, administrative support, construction documentation, permitting, or engineering support.
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, and professional written and verbal communication skills.
Ability to manage many concurrent administrative deliverables.
Proficiency with PDF and document-control workflows; Bluebeam is preferred.
Comfort using 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.

Nice To Haves

Commercial solar PV/BESS experience preferred.
Experience coordinating California city, county, or fire-department permit applications strongly preferred.
Bluebeam experience preferred.

Responsibilities

Check project intake packages against established requirements and identify missing supporting information.
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 and due dates, and escalate unresolved blockers before scheduled design milestones.
Assemble and submit permit and resubmittal packages after 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, and follow up with AHJ administrative staff.
Route technical comments to the responsible engineer or Design Manager, track responses, and assemble final resubmissions without interpreting codes or preparing technical responses.
Retrieve and distribute issued permits and approved or stamped plans, and archive them in designated project folders.
Maintain project folders, document naming, revision history, current and superseded plansets, calculations, correspondence, and approval records according to 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 routine Design Manager supervision.
Maintain administrative task status, assignments, deadlines, and next steps in established systems.
Follow up on administrative action items through closure, identify stalled items, and escalate them to accountable project or engineering owners.
Provide targeted scheduling, agendas, meeting notes, and action-item tracking when requested; attend handoffs or recurring meetings when administrative support adds clear value.
Generate routine status reports from existing systems.
Support engineering staff onboarding, access requests, training scheduling, document distribution, and other recurring administrative needs.
Coordinate administrative document and status requests with the Utility Interconnection team without owning interconnection applications.
Assist with administrative communication of assigned design and drafting tasks while leaving technical direction and resource decisions to engineering leadership.
Escalate significant scope, schedule, budget, or resource issues to the appropriate manager.