Careers

Project Coordinator/Logistics Analyst

Introduction
Chroma Energy Group is high-growth Renewable Energy start-up company headquartered in Knoxville, TN.  Chroma provides solar engineering, procurement, and construction services across the United States.  The Chroma employees are our key differentiators.  We have a team-based culture that focuses on integrity and a family atmosphere.  We work in an innovative industry and our company has a fast-paced and entrepreneurial feel to it.  

Position Overview

The Project Coordinator/Logistics Analyst is an essential part of this company.  We need an individual to support our growing team that has an entrepreneurial mindset (drive results, don’t wait), can be flexible with the week to week responsibilities, wears different hats, and just has an overall love of being around and helping people.   We have a fantastic team of people, and we need someone who can enable our growth and be a pivotal member of our quickly growing organization.  

Project Coordinator/Logistics Analyst Roles and Responsibilities

• Manage administrative aspects of Project Installation and Coordination from Project award to final completion.

1. Coordinate with the Engineering and Estimation team to transition all files and documentation to an active project folder.
2. Review and familiarize yourself with all drawings, proposals, estimations and communications with the customer.
3. Conduct a site visit to get familiar with the project site and surrounding area.
4. Develop a Schedule of Values to be used for billing purposes. Utilize the Project estimator to obtain specific values to be used.
5. Schedule and run and the Project Kick Off meetings to assure all necessary Chroma individuals are aware of key elements of a project.

• Manage the procurement of major equipment and materials.

1. Assemble all quotes provided during the bid process and coordinate with vendors to obtain updated quotes and generate associated purchase orders for equipment.
2. Coordinate with the assigned Site Superintendent to build the BOM materials list and organize into desired shipments. Generate purchase orders and coordinate delivery dates with responsible vendors.
3. Track all deliveries and manage on-site verification of shipment accuracy.
4. Coordinate with the Customer to obtain any specific shipment receipt process requirements. Incorporate these processes into Company receipt procedures.

• Utilize customer input, Company availability and equipment lead times to generate a project schedule. 

1. Review the RFP documents to determine schedule requirements outlined by the customer.
2. Communicate with the customer to determine if all schedule information provided during the bid process is accurate and if any additional information is available.
3. Utilize equipment lead times to coordinate corresponding project tasks within a schedule.
4. Review Company commitments to determine personnel availability for the project.
5. Review project schedule with Company assigned site personnel and get input on schedule requirements/desires.

• Coordinate with Company departments to obtain project administrative requirements.

1. Coordinate with Safety Officer to obtain a Site-Specific Safety Plan and Site Specific Quality Plan.
2. Coordinate with Office Administration to obtain project specific COI and Builders Risk policy (if required).
3. Coordinate with Office Administration to obtain Federal Required Jobsite postings and Worker’s Compensation Emergency Medical Services information for the project area.
4. Coordinate with Payroll to establish communications with external labor providers and establish Certified Payroll Processes (if required).

• Coordinate scheduling of equipment deliveries to support project installation.

1. Coordinate with Site Superintendent to determine equipment needs and desired delivery schedule.
2. Contact equipment vendor(s) to determine equipment availability and schedule delivery to meet installation schedule needs.
3. Ensure on-site personnel conduct delivery inspections and note any damage/deficiencies.

• Coordinate with assigned Site Superintendent to ensure arrangements have been made for site services (ie. Dumpster, Connex, Portable Toilets).

• Evaluate the Project for any additional or third-party services that may be required.

1. If civil scope is part of the project, determine SWPP inspection responsibilities and make the appropriate arrangements. Ensure EOR inspections are completed IAW specified requirements.
2. If additional third-party inspections are required (ex. MV Testing), establish communications with the appropriate organization and coordinate throughout the project to schedule required services.

• Evaluate the project to determine what, if any, subcontractor support is required.

1. If subcontractor support is required, determine if a specific subcontractor was identified during the RFP process and coordinate with the specified subcontractor.
2. If no subcontractor has been identified, solicit appropriate service providers for quotes and select a suitable subcontractor to provide the required services.

• Coordinate external labor force requirements.

1. Coordinate with the assigned Site Superintendent and Foremen to generate a manning plan for the project.
2. Communicate labor needs with the appropriate labor provider and verify manning needs can be met. 
3. Update the manning plan as required during the project.
4. Communicate the manning plan to the payroll department and keep them informed of any major changes.

• Manage the project permitting and interconnection process.

1. Ensure that all required permits have been submitted as early in the process as possible.
2. Obtain copies of all permits and have them posted and maintained at the site.
3. Coordinate with the Site Superintendent to ensure that required AHJ inspections are scheduled, and results are recorded.
4. If an interconnection application is required to be submitted and managed by Chroma, manage this process.

• Ensure regular communications are maintained with the customer.

1. Attend all regularly scheduled update meetings.
2. Communicate any irregularities, deviations, etc. as soon as practicable to the customer. Propose solutions to issues that arise on site when informing the customer of said issues. 

• Track project cost on a weekly basis.

1. Create an Excel spreadsheet that will account for all Project costs on a weekly basis. Costs to be accounted for include: Labor and Per Diem, Lodging, Equipment, Materials, Misc. Services, Subcontractor, Credit Card (ie. Travel, Misc.), Permitting, Design/Engineering.
2. Coordinate with Payroll Department to get weekly labor costs.
3. Coordinate with the Accounting Department to get costs from invoices submitted by equipment/material vendors and jobsite equipment (mini-ex, skid steer, etc.) vendors.
4. Coordinate with Office Administration to obtain labor housing costs.
5. Coordinate with the Accounting Department to obtain misc. costs such as travel, Lowes, Home Depot, etc. that would be on Company Credit Cards.

• Generate and process all change orders. 

1. Unless the change order involves a Time and Material agreement, generate the required change order and get them approved prior to completing required additional work. 
2. Ensure Change Orders are accounted for on the subsequent Pay Application. 
3. Follow up with the Customer on all submitted change orders during regularly scheduled meetings.
4. Provide all the required paperwork to Chroma’s Controller so the Change Order can be billed in a timely manner.  

• Facilitate the submittal of Monthly pay applications.

1. Ensure the Schedule of Values is updated and that all approved change orders are accounted for.
2. Submit the Schedule of Values to the Accounting Department for processing and submittal. 
3. Follow up with the Customer regarding submitted pay applications during regularly scheduled meetings.

• Report Project status regularly to the necessary Chroma employees

1. Provide standard Project updates related to conformance to schedule, project cost, labor status, customer issues or concerns, etc.
2. Provide an immediate report to the Director regarding any Safety violations/issues that arise on site.
3. Notify the Director of any significant delays in the project schedule to include any actions that may be taken to offset the delay. 
4. Notify the Director of any significant cost impacts to the project (greater than $3,000).
5. Discuss any Company personnel issues that could impact the project schedule or cost.
6. Discuss any adverse communications with the Customer and propose corrective actions that may alleviate Customer concerns.

Qualifications

• 3-5 years of experience in a Project Coordinator/Logistics Analyst role
• Experience with Procore is preferred
• Experience in the Renewable Energy/Solar industry is a plus

Benefits:

• Salary range between $70,000-$75,000, paid weekly
• Company cell phone or cell phone reimbursement
• PTO/Holiday pay/Floating holiday’s
• 401k with company match
• Milage reimbursement
• Per diem
• Medical/Dental/Vision/Voluntary Insurances
• $25k life insurance at zero cost & option for additional coverage
• Personal and professional training opportunities
• Performance feedback and annual reviews

Please send in resumes to:

Jessica Salvo
Office/HR Manager
c: 865-660-0443
e: jsalvo@chromaenergygroup.com