Installation Project Coordinator - Brooklyn, United States - Solar Energy Systems, LLC

Description

Based in Brooklyn, New York and founded in 1998, Solar Energy Systems, LLC (SES) is a leading integrator of commercial solar electric systems in the Northeastern United States.

This position works closely with the Business Unit operations and finance teams to ensure that project data is entered into our ERP (Vista) promptly and correctly during the initial setup phase and through the life of the project.

It also provides daily support to the Installation Team project managers across a wide range of areas during the development and installation of solar energy systems.

• Regular tracking of change orders and entering approved change orders (additive to contract value) and associated budget revisions (Cost to Complete) in Vista.
• Track project cash flow and review over/under billing at the project level.
• Attend monthly WIP Meetings and utilize live data in Vista to ask questions and gain clarity.
• Receive and ensure fully executed customer contracts prior to job setup in Vista.
• Certified payroll and OCIP reporting.
• Setup newly booked projects in Vista to include contract value, cost, and gross margin
• Enter the project team assignments in Vista and Procore.
• Handle administrative project aspects of Certificates of Insurance
• Finalize project closeout documents.
• Send out warranty letters/maintain warranty dates in Vista.
• Manage and send out project lien releases.
• Schedule and prepare project turnover meetings between sales and operations.
• Assist with monthly forecasting and reporting processes.
• Monitor timesheet submissions and communicate missing or incorrect information.
• Assist with bond requests to Eaglestone Corporate.
• Manage the Return Merchandise Authorization (RMA) process.
• Assist with the administration of the master labor schedule.
• Schedule training as required and track safety incidents.
• Prepare monthly and weekly invoicing for customers.
• Prepare and complete AIA billing and bill customers in Vista.
• Develop and maintain contact information for the appropriate accounts payable (AP) person with each customer.
• Work with customers to manage open receivables.
• Receive incoming supplier/subcontractor invoices, and verify accuracy and readiness to pay.
• Generate purchase orders and document goods received in Vista.
• Manage the administration and issuance of subcontracts.
• Match AR receipt to subcontractor invoices.
• Work with warehouse administrator on verification of material received.
• Develop relationships with vendors to ensure sales goals are met and enough support is being provided to drive our growth.
• Perform Subcontractor prequalification, including getting bonding from them as necessary.
• Effectively communicate with Operations Managers, Project Managers, and Accounting regarding contract documents, change orders and other modifications, approvals, and any additional services related to billings.
• Assist project managers as requested.
• Support the development and submission of asbuilt documentation and owner's manuals.
• Support the administration of the company's Procore implementation.
• Train and support other project coordinators as requested.

• Minimum of two years of related experience
• Associate degree required, including courses in accounting/business. BA/BS degree preferred.
• Construction experience preferred.
• Strong attention to detail. Analytical skills to use financial information to seek opportunities to drive enhancements to the business.
• Working knowledge of basic accounting functions (AP, Percentage of Completion method) and ability to coordinate with multiple internal departments.
• Resourcefulness and problemsolving.
• Ability to operate in a matrixed environment.
• Intermediate to advanced computer literacy and proficiency in various software packages to include ERP systems.
• Strong written and verbal communication skills, as well as strong organizational skills.
• Ability to work independently, take initiative, manage priorities, and see projects through to completion.
• Good judgment and strong customer focus.
• Ability to maintain a culture that is based on teamwork, respect, and integrity.
• Follows policies, processes, and procedures.
• Nextlevel promotional opportunities include careers in Accounting and Project Management.

• Competitive salary and growth potential.
• Medical, Vision, & Dental Insurance Options.
• 401(k) with Partial Company Match.
• Pretax Commuter Benefits.
• PTO Days.

SES is an equal opportunity employer and does not unlawfully discriminate against any applicant on the basis of race, color, religion, sex, national origin, age, disability, sexual orientation, gender identity, genetic information, or any other class protected by federal or state law.