Site Project Coordinator

Cynet Systems•Adelanto, CA

1d•Onsite

About The Position

The Project Site Coordinator supports the Site Manager and the site team in construction trailer office operations and a range of administrative tasks. The role reports administratively to the Site Manager and functionally to the Team Leader, HVDC Construction & Commissioning Site Support Team – North America. The ideal candidate is solutions-focused, passionate about people and operations, technology-savvy, detail-oriented, and thrives in a diverse environment. This proactive coordinator is comfortable managing diverse administrative and operational tasks in a fast-paced, multicultural setting, requiring clear communication, quick adaptability, and effective collaboration. The candidate will serve as a welcoming point of contact with strong information-gathering skills and act as a champion of safety, respect, and team culture within a diverse project team. Openness to direct communication, receptiveness to feedback, and the ability to communicate appropriately with site management and project leadership are essential.

Requirements

5+ years of administrative experience, ideally in construction or project management.
Strong verbal and written communication skills.
Demonstrated attention to detail in timekeeping and reporting activities.
Proven ability to manage multiple responsibilities simultaneously in a fast-paced, dynamic workplace.
Advanced aptitude for collecting, organizing, and maintaining records, reports, and documentation with precision.

Nice To Haves

Solutions-focused
Passionate about people and operations
Technology-savvy
Detail-oriented
Thriving in a diverse environment
Proactive
Comfortable managing diverse administrative and operational tasks
Quick adaptability
Effective collaboration with both site leadership and cross-functional teams
Welcoming point of contact
Strong skills in gathering information
Champion of safety, respect, and team culture
Open to direct communication
Receptive to feedback
Capable of communicating appropriately with site management and project leadership

Responsibilities

Collect, organize, and manage reports detailing project progress.
Assist in the preparation of progress, site, project, and management presentations.
Compile, organize, and manage weekly reports, and prepare and distribute meeting minutes, reports, and documents.
Track action items and deliverables related to topics discussed during attended meetings, maintaining clear and consistent communication.
Draft communications, including emails, reports, and messages, to keep the team updated and informed.
Participate in meetings, record and distribute minutes, and monitor the completion of assigned action items.
Support Coordinator and Site Support team meetings by tracking action items from site meetings and following up as needed.
Manage the onboarding and offboarding processes for project personnel, providing orientation and guidance.
Greet and prepare site visitors for site requirements, ensuring all necessary procedures are communicated.
Maintain up-to-date lists of site team members and support Health, Safety, and Environment (HSE) with certification and emergency contact documentation.
Track on-site personnel timesheets and working hours, maintaining comprehensive records and sharing this information with relevant departments.
Maintain an updated register of personnel present on site, ensuring accurate and current tracking of all staff.
Perform general administrative duties, providing backup support during staff absences or periods of high workload.
Maintain current delivery records and manage the sending and receiving of parcels.
Oversee the administration of living quarters, site vehicles, local transportation, offices, and facilities.
Introduce personnel to administrative procedures and routines to ensure smooth integration into site operations.
Maintain regular and effective contact with local service suppliers and contractors.
Monitor office supply inventories and ensure the availability of Personal Protective Equipment (PPE) for visitors.
Order office supplies and snacks through procurement platforms and manage the inventory of office materials, shared technology, and PPE.
Support the coordination of travel, lodging/housing, and relocation services for site personnel and visitors.
Maintain accurate records, databases, filing systems, and archives in both electronic and hard copy formats, uploading and maintaining documents in SharePoint and other platforms.
Organize team activities and events to promote engagement and collaboration, helping to foster a respectful and inclusive site culture.