Solar Project Administrator

1 week ago

New York, New York, United States Solar Energy Systems, LLC Full time

About Us:

Solar Energy Systems, LLC (SES) is a premier integrator of commercial solar electric systems, operating across the Northeastern United States. Our headquarters are located in Brooklyn, New York, and we have been serving the community since 1998. SES is part of the Eaglestone Holdings family.

Key Responsibilities:

  • Ensure that all customer contracts are fully executed before initiating job setups in our project management system.
  • Regularly monitor Change Orders, entering approved modifications and associated budget updates, while collaborating with Project Managers to secure approvals for any pending Change Orders.
  • Oversee project cash flow, analyzing billing discrepancies and working with Project Managers to enhance financial performance.
  • Participate in monthly Work In Progress (WIP) meetings, utilizing real-time data to clarify project statuses.
  • Collect and input monthly cost completion data from Project Managers into the project management system.
  • Establish new projects in the system, detailing Contract Value, Costs, and Gross Margins as sanctioned by management.
  • Assign project team roles within the project management and collaboration platforms.
  • Manage administrative tasks related to Certificates of Insurance.
  • Prepare and issue monthly and weekly invoices to clients.
  • Complete AIA billing processes and ensure timely billing through the project management system.
  • Maintain updated contact information for accounts payable representatives at client organizations, documenting their payment processes.
  • Assist clients in managing outstanding receivables.
  • Review incoming supplier and subcontractor invoices for accuracy, coordinating with Project Managers to facilitate payment processing.
  • Generate purchase orders and document received goods in the project management system.
  • Oversee the administration and issuance of subcontracts.
  • Reconcile accounts receivable receipts with subcontractor invoices.
  • Collaborate with warehouse staff to verify material deliveries.
  • Communicate effectively with Operations Managers, Project Managers, and Accounting regarding contract documents, change orders, and billing modifications.
  • Work alongside operations and accounting teams to streamline client collections and cash applications.
  • Provide assistance to Project Managers as needed.

Qualifications:

  • Demonstrated resourcefulness and problem-solving capabilities.
  • Ability to thrive in a matrixed organizational structure.
  • Intermediate to advanced proficiency in various software applications, including ERP systems.
  • A minimum of two years of relevant experience is required.
  • An Associate degree is mandatory, with coursework in accounting or business.
  • A Bachelor’s degree is preferred.
  • Strong financial understanding is essential.
  • Experience in the construction industry is advantageous.
  • Excellent written and verbal communication skills, coupled with strong organizational abilities.
  • Capability to work independently, prioritize tasks, and drive projects to completion.
  • Sound judgment and a strong customer-centric approach.
  • Commitment to fostering a culture of teamwork, respect, and integrity.
  • Adherence to established policies and procedures is expected.
  • Potential career advancement opportunities include roles in Accounting and Project Management.

What We Offer:

We provide a competitive compensation package along with exceptional benefits aimed at enhancing the lives of our employees and recognizing their contributions. Our offerings include:

  • Comprehensive medical coverage with significant support for employee and family plans.
  • Fully covered dental and vision insurance.
  • Company-paid basic life insurance and long-term disability coverage.
  • A 401(k) plan featuring a 50% employer match.
  • Flexible hybrid work schedule.
  • Paid Time Off.
  • Tuition reimbursement programs.
  • Attractive referral bonuses.
  • Weekly pay periods.

SES and Eaglestone are dedicated to cultivating a diverse and inclusive workplace and proudly uphold equal opportunity employment practices. All applicants will be considered for employment without regard to race, color, religion, gender, age, disability, or veteran status.

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