Contracts & Administrative Associate

Description

About the Role

The Contracts & Administrative Associate is responsible for supporting contract administration, document management, customer relations, project documentation, and general administrative and accounting functions. This position plays an important role in ensuring contracts and related documentation are accurate, complete, properly executed, and maintained throughout the project lifecycle.

The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple priorities while working closely with Sales, Operations, Project Coordination, Accounting, Finance, and Leadership.

Key Responsibilities

Contract & Document Management

• Manage the company's DocuSign processes, including preparing, sending, tracking, receiving, and countersigning contracts, addendums, due bills, and other related documents.
• Review documents for completeness, accuracy, and proper execution before routing them for approval or processing.
• Maintain accurate and organized contract records within internal systems and databases.
• Enter, correct, and maintain contract information in Sunbase.
• Add and update lender and financing information associated with customer contracts.
• Maintain and update contract records in PISA (Project Information System Application).
• Monitor contract status and follow up on outstanding signatures, documentation, approvals, and other required items.
• Ensure contract documentation is properly organized and readily accessible for internal review, reconciliation, and auditing purposes.
• Pull, organize, and prepare required documentation for month-end and end-of-month reconciliation.

Project & BOM Administration

• Create preliminary Mock BOMs (Bill of Materials) for panels, inverters, and other equipment based on initial contract information.
• Initiate BOMs for installation preparation, including cash price, subcontractor information, rebates, panel count, equipment, and other required project details.
• Review project information for completeness and accuracy before submitting or forwarding documentation to the appropriate teams.
• Coordinate and forward project-related tasks and documentation to appropriate team members, including Zach and the Project Coordination (PC) team.
• Assist with tracking project documentation and ensuring required information is completed in a timely manner.
• Coordinate with Sales, Operations, Project Coordination, and other departments to resolve documentation discrepancies or missing information.

Customer Relations

• Serve as a point of contact for customer inquiries related to billing, payments, financing, contracts, and project documentation.
• Respond to customer inquiries professionally and in a timely manner.
• Research customer concerns and provide accurate information based on company records and established procedures.
• Coordinate with Accounting, Sales, Operations, and other departments to resolve customer issues.
• Escalate complex customer concerns to the appropriate manager or leadership team when necessary.
• Maintain professional and courteous communication with customers throughout the resolution process.

Business Permits & Licenses

• Track and maintain records of company business permits, licenses, registrations, and other required documentation.
• Monitor expiration dates and coordinate timely renewals.
• Maintain organized records of permits and licenses to support ongoing regulatory and business compliance.
• Communicate renewal requirements and deadlines to the appropriate members of management.

Administrative & Accounting Support

• Prepare, organize, and maintain supporting documentation for checks and other financial transactions.
• Prepare, file, and track mechanical liens, demand letters, and related collection documentation as needed.
• Assist with month-end and year-end closing activities, including documentation gathering and reconciliation support.
• Generate and maintain reports related to key financial, contract, project, and operational metrics.
• Assist the Accounting Lead with administrative accounting functions, process improvements, and compliance initiatives.
• Support the CFO in implementing and maintaining company policies, procedures, and internal controls designed to improve efficiency and compliance.
• Identify administrative or process gaps and recommend improvements to increase accuracy, efficiency, and accountability.
• Maintain confidentiality of customer, financial, contract, and company information.
• Perform other related administrative, contractual, and accounting duties as assigned.

Requirements

Qualifications

• 2+ years of experience in contract administration, office administration, project coordination, accounting support, or a related field preferred.
• Strong organizational and document-management skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple projects, deadlines, and priorities simultaneously.
• Proficiency with Microsoft Office, particularly Excel, Word, and Outlook.
• Experience with DocuSign or similar electronic signature platforms preferred.
• Experience working with CRM, project management, contract management, or ERP systems preferred.
• Basic understanding of contracts, invoices, financing documentation, and business records preferred.
• Ability to work independently while collaborating effectively with multiple departments.
• Strong problem-solving and follow-through skills.
• Ability to maintain confidentiality and handle sensitive business and financial information professionally.

Preferred Experience

Experience in any of the following industries is a plus:

• Solar or renewable energy
• Construction
• Home improvement
• Project management
• Contract administration
• Finance or accounting
• Customer service
• Lending or financing

Core Competencies

• Attention to Detail
• Organization & Time Management
• Contract & Document Management
• Customer Service
• Problem Solving
• Cross-Functional Collaboration
• Confidentiality & Professionalism
• Accountability & Follow-Through
• Process Improvement
• Written & Verbal Communication