Onboarding and Operations Specialist

Energy Support Services (ESS) keeps solar systems producing. We provide operations and maintenance for more than 1,000 distributed-generation solar sites across 20+ states, from rooftop arrays to community solar farms. The Onboarding and Operations Specialist makes sure every new client, new hire and vehicle starts right and stays that way. You will onboard new clients and keep their records complete in Salesforce, give every new employee a great first day, keep our fleet compliant, process payroll, and run company events. If you like owning the details, closing loops and making processes better as you go, this role is for you.

What you'll do

Client onboarding and document management

• Check each new project's Salesforce folder against the required-document list and get every item uploaded within 15 business days of notice to proceed.
• Work with Client Relations to collect missing documents, and follow up until each request is closed.
• Review new client documents for completeness before they are filed.

New-hire onboarding

• Plan each new employee's start: paperwork, workflows, computer, system access and tool kit ready before day one.
• Run the day-one readiness checklist and the 30-day onboarding survey, and use the feedback to improve the next start.

Fleet

• Keep vehicle records in Salesforce complete and current.
• Track registration, inspection and scheduled maintenance dates, and follow up with technicians at least 30 days before each is due.

Payroll processing

• Process payroll accurately and on schedule for review and approval by the Prevailing Wage lead.
• Resolve any corrections flagged in review before the pay run closes.
• Handle employee personal and financial information with strict confidentiality.

Events and headquarters

• Plan and run company events end to end, on schedule and within budget, including company swag.
• Ship and receive materials and equipment at the Annapolis headquarters by the requested dates.
• Manage office operations and purchasing of miscellaneous items.
• Help keep business insurance records and certificates current.
• Provide notary services for company documents, if commissioned.

What success looks like in your first year

1. Client onboarding: 95% of new projects have every required document in Salesforce within 15 business days of notice to proceed by month 3, and 100% by month 6.
2. Onboarding: every new hire is fully set up before day one by month 3, and new hires rate their onboarding 9 out of 10 or higher on average by month 6.
3. Fleet: every vehicle record is complete by month 2, with no lapsed registration, inspection or scheduled maintenance from month 3 on.
4. Payroll: every pay run is submitted for review and approval on time from month 2, and no payroll error reaches a paycheck from month 4.
5. Events and headquarters: every event on the annual calendar is delivered on schedule and within budget, and shipments go out by the requested date from month 2.

What you bring

Required

• 3+ years in business operations, office administration, HR or onboarding coordination, or a similar role.
• Hands-on experience with Salesforce or a comparable CRM.
• Hands-on payroll processing experience.
• Ability to work on site at our Annapolis headquarters as needed.
• Comfort running several workstreams in the same week (client documents, onboarding, fleet, payroll and events) without dropping any of them.
• A track record of handling payroll data and personal information accurately and confidentially.

Preferred

• Multi-state or prevailing wage (certified) payroll experience.
• Maryland notary public commission.
• Experience writing checklists and documenting processes so the work does not depend on one person.

How we work

Our values are Lift as We Climb, Top of our Game and All In. In this role, that looks like:

• Ownership and follow-through. If it's yours, it's yours until it's done, with no loose ends for someone else to chase.
• Persistent, friendly follow-up. Firm on deadlines and easy to work with, so people answer your asks instead of avoiding them.
• A welcoming onboarding mindset. You plan a new hire's first days from their side and fix what would make the next start better.
• Running ahead of deadlines. You track due dates far enough out that nothing becomes urgent.
• Record discipline. A missing document is a problem to solve, not a note to leave.
• You double-check anything with personal or financial information before it leaves your hands.
• Improving the process while running it. You do today’s work well and make it easier for whoever comes next.

Working conditions

• Hybrid, with regular on-site time at Annapolis headquarters for shipping, receiving and events.
• Occasional travel for company events.
• Must be able to lift, pack and ship materials and equipment up to [confirm weight, e.g., 50 lbs].

Applicants must be authorized to work for any employer in the U.S. We are unable to sponsor or take over sponsorship of employment visas at this time.

The expected annual compensation range for this position is $55,000 - $70,000, encompassing base pay and potential incentive target opportunity. This range is a good faith estimate based on the position's requirements. Specific compensation offered to the selected candidate may vary depending on factors such as relevant knowledge, skills, training, experience, and market conditions. Additionally, this position may qualify for a comprehensive benefits package, including Retirement Benefits, Medical, Dental & Vision, Health Savings Account, Flexible Spending Account, Life Insurance and Disability, Tuition Reimbursement, Voluntary Benefits, Paid Absences, and more.

About Us:

At New Energy Equity, a proud subsidiary of ALLETE, we’re leading the charge in transforming the energy landscape with innovative solar solutions 🌞. As a top player in the renewable energy sector, we’ve successfully developed over 600MW of solar projects and closed more than $1.2 billion in clean energy investments 💼. Our projects deliver sustainable electricity to a wide range of clients, including commercial, industrial, municipal, and utility customers 🌍. But there’s more to us than just impressive numbers. We pride ourselves on a dynamic and engaging work environment where teamwork, continuous learning, and environmental stewardship are at the core of what we do 🌿. Our inclusive and collaborative culture encourages creativity and innovation, making our office a place where every idea is valued, and growth is a priority 💡. At New Energy Equity, you’ll join a passionate team that not only drives the clean energy future but also enjoys celebrating our successes together 🎉. With over 250 projects across the U.S. 🌎, our supportive atmosphere ensures a balanced work-life dynamic ⚖️ and a fun, fulfilling career path 🌟. Join us and be part of a forward-thinking company where your contributions are celebrated, and your professional development is supported as we work towards a brighter, sustainable future 🌍.

The statements above outline the essential functions, nature, and level of work expected as of the document’s preparation date. They are not exhaustive lists of all duties and responsibilities. New Energy Equity reserves the right to modify this job description at any time, without notice.

New Energy Equity is an equal opportunity employer. All applicants will be considered for employment without discrimination based on race, color, religion, sex, national origin, sexual orientation, gender identity, disability, protected veteran status, or any other basis prohibited by federal, state, or local law.

If you are an individual with disabilities who needs accommodation or you are having difficulty using our website to apply for employment, contact our HR department at amekonnen@newenergyequity.com