Project Specialist (m/w/d)

Job Description

The Project Specialist is responsible for discretionary oversight, financial analysis, and strategic coordination of project documentation and cost control. This role manages procurement, subcontracts, schedules, and closeout, performing high-level functions directly related to the management and general business operations. The Specialist exercises independent judgment to ensure projects maintain efficiency, compliance, and profitability in direct support of the Project Manager's financial and contractual ownership. The Specialist will work closely with Project Manager to ensure risk mitigation and prioritization of tasks. Specialist will liaise between Project Manager, Subcontractors, clients and other key stakeholders for effective communication of project updates and progress.

Primary Responsibilities & Duties

• Project Planning & Schedule Management

  • Project Initiation: Own and manage the comprehensive project start-up process, including handoff coordination, and ensuring all prerequisite documentation is in place (contracts, insurance, sub-tier prequalification, bonds, permits, and COIs).
  • Systems Execution & Handoff: Execute the administrative project startup by initiating processes in all internal systems (Scoop, Raken, Dropbox Master File Index), project setup.
    Cradle-to-Grave (C2G) Scheduling: Manage and update the C2G schedule for projects, ensuring all phases (from contract award to final closeout) are actively tracked and provide detailed scheduling analysis to the PM for final approval.
  • Financial Management: Create and drive meeting with Project Manager to review and execute forecasted billings, AR/AP aging reviews, SOV creation, and change order status updates
  • Pre-Mobilization Requirements: Own planning and execution of pre-mobilization meetings, including site safety requirements, local hire requirements, crane logistics, site services, the master schedule and partnering with the Superintendent for manpower/equipment planning.
  • Meeting Coordination: Schedule and coordinate all logistical meetings required (e.g., Project Contract Kickoff, Project Kickoff w/Client, Design Review/Page Turn, & Pre-Mobilization Meetings).

• Contract, Procurement & Subcontractor Control

  • Scope & Contract Review: Review Contracts and pertinent Exhibits to ensure the Construction team has all necessary information to execute the build portion of the project (Scope, Budget, Labor Compliance, Safety, Site Conditions, etc.). Know, understand, and adhere to all Contract Document requirements.
  • Contract Value Integrity: Directly track executed Change Orders (COs) and ensure the contract value in the accounting software is accurately maintained.
  • Procurement Execution: Independently manage and execute the procurement plan by sourcing and ordering all main Bills of Material (BOM) in conjunction with PMs and General Foremen. Review all orders from main vendors for accuracy.
  • Procurement Support: Ensure projects have necessary materials needed to execute work timely.
  • Subcontracting & Change Orders:
    Prepare and draft all Change Orders and subcontract amendments-including scope summaries and cost calculations-while managing all related communications and coordinating the collection, verification, and organization of required documentation for the Project Manager's final review and approval
  • Backcharges: As assigned, prepare and issue all backcharges to sub-subcontractors and vendors upon completion of the backcharge work and monitor same for collection.

• Documentation, Quality & Communication

  • Technical Coordination: Serve as the primary liaison between Engineering & Construction teams to ensure excluded work (conduit, power, low voltage) is coordinated properly with GC/Owner management.
  • Submittal Review: Thoroughly review and track all submittal packages from Sub-Subcontractors and Vendors to verify compliance with the Contract Document and coordinate with other trades. Upon approval, expedite material procurement and delivery.
  • Document Control Ownership: Own the project contract documentation process to ensure accuracy and timeliness of RFIs, submittals, drawings, specifications, and progress photos, as well as maintaining & updating the filing of executed change orders and internal Changer Order Request (COR), RFI, submittal, and drawing logs.
  • Communication: responsible for relaying project updates and progress, ensuring that all parties remain informed and aligned throughout the project lifecycle.

• Financial Tracking & Billing Support

  • Billing Preparation: Own and manage the preparation of the full monthly billing package and updates for projects. This includes assisting with accurate monthly Work in Progress (WIP)
  • Accounts Receivable (AR) Management: Proactively track and monitor ARs for the project portfolio, working with the accounting department to escalate and resolve collections issues in a timely manner.
  • Monthly Labor Hours on Design audit

• Field Support, Safety & Closeout

  • Project Meetings: Prepare weekly progress meeting materials and take/distribute minutes for all project meetings.
  • Safety Support: Support project-specific safety efforts/expectations.
  • Interconnection: Partner with the Interconnections, PM and Field teams to ensure timely return of documentation, signatures, and images from the customer, PM and/or the field teams to ensure timely receipt of Permission To Operate (PTO) from the utility.
  • Project Closeout Ownership: Own the project closeout process, collecting & providing all final documentation including but not limited to: Pre-Commissioning Reports, As-Built Drawings, IX Photos, Warranty Information, and O&M Manuals, and coordinating punch list completion to ensure an orderly and efficient closeout is achieved.

Team Building & Culture

• Embody and promote the Cal Solar core values and demonstrate those values in interactions with internal and external stakeholders.
• Foster open communication, team building, and sharing of best practices amongst all employees, to help create a continuous learning environment that drives team knowledge & preparedness.
• Continually evaluate construction processes, find new means and methods of construction (out-of-the-box thinking) & share best practices to help increase safety, profitability, quality, efficiency, etc. that can be captured within Standard Operating Procedures (SOPs).
• Establish and maintain good working relationships with governing agencies, inspectors, owners, GCs, and other subcontractors.

Key Qualifications & Required Skills/Abilities

• Four-year college degree and/or equivalent work experience in a related administrative or construction environment.
• Familiarity with project management processes and construction workflows, preferably in the commercial/industrial PV solar sector.
• Working knowledge of regulatory documentation (e.g., permits, inspections) and basic awareness of NEC/NFPA safety principles related to the project scope.
• Familiarity with grid-tied PV components (inverters, modules) and terminology to effectively manage procurement and documentation.
• Ability to read and interpret electrical and structural plans to accurately track submittals and manage documentation flow.
• Direct experience working with city/county permitting offices to submit applications and schedule inspections.
• Strong interpersonal and professional communication skills necessary to coordinate field teams, subcontractors, and internal departments.
• Possess a positive attitude, ability to work independently, show initiative, and operate with a sense of urgency.
• Proficiency in Microsoft Applications Suite (Excel, Word, Outlook) and strong work experience with project management software (e.g., Dropbox, SCOOP, Sage Intacct).
• Ability to support projects through flexible scheduling and occasional travel within California as required by project needs.