Project & Operations Coordinator

PROJECT & OPERATIONS COORDINATOR

Teamswell is a high-growth nearshore outsourcing company working for US companies. Our mission is to help small and medium-sized US businesses grow and become more profitable by having access to highly engaged, skilled, and experienced talent at a fair price, and to generate career opportunities for bilingual professionals in Latin America with fair compensation and opportunities for professional and personal growth.

We are currently looking for a Project & Operations Coordinator will provide administrative, accounting, and project support to the company's EPC and Asset Management teams, helping ensure that construction and operational activities run smoothly and remain organized. Key responsibilities include managing project documentation, tracking invoices and purchase orders, maintaining reports and spreadsheets, coordinating with vendors, and supporting meetings and financial reporting. The ideal candidate is highly organized, detail-oriented, comfortable working with numbers and Excel, and capable of managing multiple priorities independently in a fast-paced environment.

In Teamswell every team member has an instrumental role and impact on the success of our business and our clients’ success, so we seek to have highly motivated individuals who thrive in a fast-paced work environment, who are intelligent, eager to work hard, reliable, and able to communicate effectively with all levels of an organization. Project & Operations Coordinator will possess the skills and experience required, as well as a positive attitude and ability to solve complex problems and work in a fast-paced and rapidly changing environment. We value people who are good communicators, quick learners, scrappy about finding creative solutions to problems, and conscious of their work quality. We expect all our team members to deliver excellence in both technical expertise as well as in their everyday relationships with their team.

RESPONSIBILITIES

EPC & Project Support

• Provide day-to-day administrative support to the EPC team across active construction projects.

• Maintain and organize project documentation, reports, schedules, invoices, contracts, and other project records.

• Assist with tracking project costs, invoices, purchase orders, commitments, and other financial information.

• Coordinate with EPC contractors, consultants, vendors, and internal team members to collect and maintain required documentation.

• Assist with preparation and distribution of project status reports and other recurring project updates.

• Support project meetings by coordinating schedules, preparing materials, taking notes, and tracking action items.

• Maintain project trackers and other internal databases to ensure information is current and accurate.

• Assist with processing and tracking project-related invoices and approvals.

Asset Management Support

• Provide administrative support for companies operating solar and battery storage assets.

• Assist with maintaining asset-level records, reports, invoices, contracts, and operational documentation.

• Support monthly, quarterly, and annual asset management reporting.

• Assist with tracking operating expenses, budgets, invoices, and other asset-level financial information.

• Coordinate with asset managers, O&M providers, property owners, utilities, and other third-party service providers as needed.

• Help maintain schedules and trackers for recurring asset management activities, compliance requirements, inspections, and reporting deadlines.

• Assist with collecting and organizing operational and financial data for internal reporting.

Accounting & Reporting

• Support the EPC and Asset Management teams with monthly reporting and financial tracking.

• Review invoices and support documentation for completeness and accuracy.

• Assist with coding, tracking, and reconciling invoices and project/asset expenses. • Maintain spreadsheets and reporting tools used to monitor project and asset financial performance.

• Assist with preparing recurring reports, summaries, and analyses for management.

• Work closely with the Accounting and Finance teams to resolve questions and ensure accurate reporting.

• Identify discrepancies or missing information and follow up with appropriate internal or external parties.

Administrative Support

• Provide general administrative support to the EPC and Asset Management departments.

• Manage calendars, meetings, correspondence, and department communications, as needed.

• Maintain organized electronic files and records in accordance with the company's document management practices.

• Assist with preparing presentations, spreadsheets, reports, and other materials for internal and external meetings.

• Support special projects and other administrative initiatives as assigned.

• Develop and maintain processes and trackers that improve organization, efficiency, and visibility across the departments.

Requirements

REQUIREMENTS & QUALIFICATIONS

• 2-5 years of experience in administration coordination, accounting, project coordination, operations, or a related field.

• Bachelor’s degree in business, accounting, finance, project management, or a related field preferred.

• Strong proficiency with Microsoft Excel and Microsoft Office.

• Strong organizational skills and attention to detail.

• Comfortable working with financial information, invoices, spreadsheets, and reporting.

• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.

• Strong written and verbal communication skills.

• Ability to work effectively with internal teams, contractors, vendors, and other external partners.

• Self-motivated and able to work independently while also functioning effectively as part of a team.

• Ability to handle confidential and sensitive business information with discretion.

• Experience in renewable energy, construction, infrastructure, real estate, or project-based businesses is a plus.

• Experience with accounting or ERP systems is a plus.