Operations Administrator

Job Summary:

The Operations Administrator will manage contract processing, customer scheduling, and invoicing while ensuring smooth communication across departments. They will maintain project tracking in tools like Trello and HubSpot, update customer information, and act as the primary point of contact for customers during scheduling and service interactions. Additionally, the role involves handling administrative tasks, maintaining vendor relationships, ensuring data integrity, and providing training on software and processes.

Primary Responsibilities:  

• Processes new contracts and coordinates with various departments and individuals

• Manages customer scheduling and updates field calendar.

• Handles invoicing and payment processes.

• Monitors project statuses and updates project management tool (Trello).

• Acts as the main point of contact for customers during scheduling.

• Communicates with customers regarding crew ETA.

• Updates information in HubSpot and other databases.

• Assists with administrative tasks such as answering calls, collecting packages, and ordering office supplies.

• Maintains relationships with vendors, accounts payable, billing, and IT support.

• Handles customer complaints and escalates when necessary.

• Assists with printing marketing materials and tracks referrals.

• Manages invoicing, vendor invoices, and credit card reconciliation.

• Maintains data integrity in various systems (Trello, HubSpot, SharePoint).

• Manages lease-related jobs and communication with IGS Solar.

• Provides training on software and creates standard operating procedures (SOPs).

• Assists the service team with agreements, billing, and record-keeping.

Required Skills:

• Demonstrates a drive for results, efficiency, and embraces continuous improvement. 

• Strong relationship building and superior communication skills.

• Exceptional organizational skills and document management skills with an acute attention to detail.

• Ability to adapt, evolve and thrive in an ever-changing environment.

• Positive attitude, self-motivated, strong analytical skills, results oriented, driven.

Minimum Education and Experience:

• Bachelor's degree in business administration, communications, or in a related field or equivalent experience

• 3+ years’ experience in customer service, billing, project coordinator, or office administration

• Intermediate Microsoft Excel, PowerPoint, Outlook, Word skills.

• Knowledge of solar a plus

Work Authorization: Applicants must be authorized to work in the US on a full-time basis. Unfortunately, a current or future need for sponsorship is not supported or available for this position.

Salary Range:

$44,190.00 - $70,700.00

*This range reflects base pay only. Incentive earnings, like commissions or bonuses, are not included.

This role is also eligible for an annual incentive plan based on company performance. 

How We Support Your Wellbeing:

Our employees are our most valuable asset. That’s why at IGS, we are committed to offering a holistic benefit program that allows employees to stay healthy, feel secure, and maintain flexibility in their wellbeing journey.

• Healthcare Essentials: Comprehensive coverage including medical (plus free telehealth), dental, vision, and employer health savings account contributions.

• Mental Wellbeing: Robust support through Headspace and free mental healthcare visits for you and your dependents.

• Family Planning Support: Extensive assistance with Maven, paid family and caregiver leave, and fertility, adoption, and surrogacy services.

• Financial Readiness: Strong financial foundation with a 401(k) plan, company match, and access to financial wellbeing tools.

• Work-Life Balance: paid time off, tuition reimbursement, paid leaves, employee hardship fund, and a wide range of additional perks.

Equal Opportunity Employment:

It is the policy of IGS Energy to ensure equal employment opportunity in accordance with all applicable federal and state regulations and guidelines. Employment discrimination against employees and applicants due to race, color, religion, sex (including sexual harassment), national origin, disability, age, sexual orientation, gender identity, military status, and veteran status or other legally protected class under applicable law is prohibited.