Operations and Administrator Coordinator - Freeport, United States - Maine Solar Solutions, llc

Description

At Maine Solar Solutions, we aim to offer our customers an outstanding experience when they decide to invest in solar.

For many of our customers, this is their first time considering solar energy, and we take pride in providing a transparent, customer-centric experience.

If you enjoy maintaining organization, following processes, and providing excellent customer service, we have the perfect role for you.


Responsibilities:


Customer Experience:

• Interface with customers from the time of the signed contract through the postinstallation process.
• Monitor Deposit Received automation and other automation processes to ensure smooth operations.
• Monitor customer performance data and utility company final tasks during the threeweek postinstallation customer checkin.

Operations:

• Manage the internal process of signed contracts.
• Utilize our CRM (Salesforce) to manage tasks and create Smartlists, ensuring customers move efficiently through our processes.
• Send approved Certificates of Completions to CMP, manage the CMP customer spreadsheet, and ensure it remains current with any change orders.
• Updating customer stages and transactions in our CRM system and leaving notes after customer interactions.
• Review the field workboard for any automation discrepancies and look for areas to improve customer experience.
• Document and maintain accurate records of process changes to ensure consistency and accountability.

Accounts Receivable/Payable:

• Ensures accuracy of new contracts in QuickBooks, deposit records, and sends sales receipts to customers.
• Manage financial records using QuickBooks with Salesforce integrations.
• Process final payments and record checks written by Maine Solar Solutions.
• Send out final invoices and receipts.
• Track and enter warranty information on thirdparty platforms.

Office Management and Communication:

• Manage the office's main phone service via Aircall, appropriately answering and directing incoming calls.
• Regularly liaise with team members across various locations and mediums to ensure project continuity.
• Provide hospitality and create a welcoming environment at our sales and design office.
• Assists in managing company meetings, performing data entry, and managing daily office needs such as mail, bank deposits, and office supplies.
• Run errands using your vehicle (mileage reimbursement provided) or company vehicle as needed.
• Manage services like Ready Fresh and Clynk and support office sustainability efforts.

You Will Love This Role If You:

• Passionate about optimizing and streamlining processes, identifying areas for improvement, and meticulously documenting and communicating changes.
• Thrive in customerfocused environments aiming to enhance customer satisfaction and loyalty.
• Enjoy managing both inbound and outbound communications.
• Find it rewarding to keep the office running smoothly and engage in varied activities throughout your workday.
• Are passionate about sustainability and improving green practices in your work environment.
• Value collaboration and humor in a team setting while being able to work independently.

Required Experience & Skills:

• Proven excellence in customer service and communication skills.
• Proficient in CRM management, especially Salesforce, and skilled in Google G Suite and Microsoft Office Suite.
• Experience in QuickBooks Online for financial management.
• Strong organizational abilities, including experience in event planning and office management.
• Proven expertise in customer service, office coordination, and process optimization.
• Strong capability for meticulous documentation and commitment to process excellence.
• Excellent communication skills, capable of clearly articulating process changes and improvements.
• Experience with database management systems and proficiency in leveraging technology to enhance operational efficiencies.
• Valid and current driver's license with a safe driving record.
• Ethical and professional with the ability to handle confidential information and adapt to a quickly evolving industry.

ABOUT MAINE SOLAR SOLUTIONS:

Established in 2012, Maine Solar Solutions is one of the fastest-growing solar installation companies in the state. Our team designs, procures, installs, and services solar electric systems for residential and commercial customers throughout Maine. Our company is built around its people, so it is no surprise that our team continues to grow.

We have a great team of individuals who care about their work and constantly strive to produce the highest-quality product and service they can.

Conditions/Physical Demands:
This role will regularly operate a computer and phone.


Location/Reporting:
This is a full-time hourly, Monday - Friday position. This position is a fully in-office role working out of our Freeport, Maine office. The role must be comfortable with a team and supervisor working remotely at various locations. The position wil