Project Administration Jobs in Chicago, IL (NOW HIRING)

The Renewable Energy Project Coordinator is responsible for providing administrative, financial, and project coordination support for utility-scale, commercial, and distributed renewable energy projects. This role works closely with Project Managers, Engineers, Field Personnel, Utility Providers, Vendors, and Subcontractors to ensure projects are executed efficiently from pre-construction through closeout. The Project Administrator plays a critical role in maintaining project documentation, supporting billing and payroll processes, tracking permits and utility interconnection requirements, coordinating project communications, and ensuring compliance with contractual, regulatory, and customer requirements. The ideal candidate is highly organized, detail-oriented, and thrives in a fast-paced environment while supporting the successful delivery of solar and renewable energy projects.

• Work directly with the Project Management team, field personnel, subcontractors, utility companies, and office staff to support the successful execution of solar and renewable energy projects while maintaining accuracy, compliance, and efficiency.
• Coordinate project startup activities, including collection and distribution of required contract documents, permits, utility interconnection documentation, insurance certificates, bonding information, prevailing wage requirements, and customer-specific compliance documentation.
• Maintain organized project files and document control systems, ensuring all project records, permits, agreements, inspections, drawings, contracts, and correspondence are accurately tracked and stored electronically.
• Support project billing activities, including collection of supporting documentation, tracking project costs, processing invoices, and assisting with owner billing requirements.
• Assist with weekly payroll processing, including certified payroll reporting and prevailing wage documentation when required.
• Coordinate project schedules and facilitate communication between project managers, engineers, subcontractors, vendors, utility providers, AHJs (Authorities Having Jurisdiction), and field teams.
• Track and manage critical project milestones related to permitting, utility interconnection, procurement, inspections, commissioning, and project closeout.
• Maintain project logs including Requests for Information (RFIs), Change Orders, Submittals, Equipment Deliveries, Utility Correspondence, Inspection Reports, and Commissioning Documentation.
• Assist with procurement activities, including purchase orders, equipment tracking, material deliveries, and vendor coordination for solar modules, inverters, transformers, switchgear, and balance-of-system components.
• Coordinate permit submissions, utility applications, inspections, and closeout documentation to support project completion and energization.
• Work closely with vendors, manufacturers, utility companies, engineering consultants, and subcontractors to ensure timely completion of project documentation requirements.
• Support renewable energy project reporting and compliance requirements related to incentive programs, tax credits, renewable energy certificates (RECs), and sustainability initiatives.

• Positive, proactive, and solution-oriented attitude.
• Administrative or project coordination experience, preferably supporting construction, energy, infrastructure, or engineering projects.
• Understanding of basic accounting principles and project cost tracking.
• Highly organized with exceptional attention to detail and follow-through.
• Ability to manage multiple priorities and deadlines in a fast-paced project environment.
• Strong customer service and communication skills with the ability to work effectively with internal and external stakeholders.
• Proficient in Microsoft Office Suite, particularly Excel, Outlook, Word, and Teams.
• Experience with project management software, document control platforms, ERP systems, or construction management software is preferred.
• Dependable, adaptable, and capable of handling changing project priorities.
• Construction industry experience preferred.
• Experience supporting solar, renewable energy, utility-scale, distributed generation, battery storage, EV infrastructure, or other energy-related projects is highly desirable.
• Familiarity with construction documentation, permitting processes, utility interconnection requirements, and project administration best practices.
• Understanding of renewable energy project lifecycles, from development and permitting through construction, commissioning, and closeout, is a plus.
• Ability to prioritize activities in real time while maintaining a high level of accuracy and professionalism.
• Demonstrated ability to collaborate effectively with project managers, engineers, field personnel, vendors, utility representatives, and customers.

BEAR Construction provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.