Project Administrator at Atlantica – Phoenix, Arizona
About This Position
Location: Phoenix, AZ, United States
Project Administrator – Renewable Energy
Location: Tempe, Arizona
Department: Project Management
Role Purpose
We are seeking a Project Administrator to support the successful execution of utility-scale renewable energy projects. This role is responsible for coordinating project activities, managing schedules, and ensuring that deliverables are completed on time and within budget. Must handle administrative tasks, ensure effective communications and cross-functional coordination among project stakeholders (including engineering, procurement, finance, and external stakeholders), help break projects into tasks, maintain project documentation, track milestones, and support internal reporting. This role is part of a global team working toward common goals. We operate as one company, across all locations, with shared responsibility and clear accountability.
Key Responsibilities
• Scheduling and organizing meetings, recording minutes, and tracking decisions and action items.
• Breaking projects scope into manageable tasks, assigning deadlines, and monitoring progress.
• Collaborate with project managers, engineering, procurement, finance, and legal teams to gather accurate input and update project timelines.
• Creating, updating, and organizing workflows and project documentation such as contracts, forms, and reports, and change orders
• Support procurement and cost tracking by managing purchase orders, deliveries schedules, invoice reconciliation, and project expense log.
• Communicating project updates clearly and efficiently between internal team members, external stakeholders, subcontractors, and suppliers.
• Monitor alignment between project schedule, budget, and cash flow forecasts, flagging discrepancies as needed.
• Prepare and distribute schedule reports, dashboards, and presentations for internal and external stakeholders.
• Ensure adherence to internal project processes, compliance standards and documentation protocols
• Maintain consistency in scheduling standards, workflows, templates, and project management procedures across all projects.
• Supporting onboarding and offboarding processes for project personnel as needed, including tracking access, documentation, and training records.
• Foster collaboration and accountability across internal teams and ensure alignment with corporate objectives.
Education & Certifications
• Bachelor's degree in business administration, project management, engineering or a related field
• Project management certifications, such as PMP (Project Management Professional) or CAPM (Certified associate in project management)
• Prior experience in administrative support, project coordination, or project controls (energy, construction, or infrastructure experience preferred).
• Direct experience supporting projects or project teams.
Experience & Technical Skills
• Project Coordination Tools: Proficient in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint). Skilled in using project management platforms such as Microsoft Project, Smartsheet, SharePoint, Procore, Asana, Trello, or similar systems to schedule tasks, track progress, and manage documentation and workflows.
• Documentation & Reporting: Competent in creating, editing, and maintaining project documentation, including meeting minutes, technical reports, and status updates. Able to produce clear and accurate outputs such as risk logs, cost reports, and project summaries.
• Data Management: Experienced in entering, organizing, and analyzing project data related to schedules, budgets, timelines, and resource allocations using spreadsheets or dedicated dashboards.
• Cost Tracking: Able to manage project expenditures, process invoices, and monitor budget alignment using Excel or project cost modules.
• Communication & Collaboration: Clear written and verbal communication skills, with the ability to collaborate effectively across technical, legal, and financial teams.
• Organizational Strength: Excellent organizational and time-management abilities with strong attention to detail. Capable of managing multiple priorities simultaneously in a fast-paced, deadline-driven environment.
• Problem Solving: Proactive, solutions-oriented mindset with strong teamwork and multitasking capabilities.
Key Competencies
• Detail-oriented with strong analytical and critical thinking skills.
• Ability to interpret legal and financial documentation.
• Effective communicator with stakeholders across technical, financial, and legal domains.
• Highly organized and capable of managing several schedules simultaneously.
• Proactive, accountable, and comfortable in a fast-paced, collaborative environment.
Company Culture:
We believe in a culture of trust, shared goals, and accountability. No matter where you are based, you are part of one team working toward the same mission.