Contracts & Administrative Associate

Sol-Up - Nevada•Paradise, NV

5d•$20 - $23

About The Position

The Contracts & Administrative Associate supports contract administration, document management, customer relations, project documentation, and general administrative and accounting functions. The role helps ensure contracts and related documentation are accurate, complete, properly executed, and maintained throughout the project lifecycle. The associate works with Sales, Operations, Project Coordination, Accounting, Finance, and Leadership while managing multiple priorities. The position also supports project and Bill of Materials (BOM) administration, customer inquiries, business permits and licenses, financial documentation, and month-end and year-end closing activities. It includes maintaining confidential customer, financial, contract, and company information; supporting process improvements and compliance initiatives; and performing related duties as assigned.

Requirements

Two or more years of experience in contract administration, office administration, project coordination, accounting support, or a related field is 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.
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.

Nice To Haves

Experience with DocuSign or a similar electronic-signature platform.
Experience with CRM, project management, contract management, or ERP systems.
Basic understanding of contracts, invoices, financing documentation, and business records.
Experience in solar or renewable energy, construction, home improvement, project management, contract administration, finance or accounting, customer service, or lending or financing.

Responsibilities

Manage DocuSign processes, including preparing, sending, tracking, receiving, and countersigning contracts, addendums, due bills, and related documents.
Review documents for completeness, accuracy, and proper execution before approval or processing.
Maintain organized contract records in internal systems and databases; enter and update contract information in Sunbase and PISA.
Add and update lender and financing information associated with customer contracts.
Monitor contract status and follow up on outstanding signatures, documents, approvals, and other required items.
Organize contract documentation for internal review, reconciliation, and auditing; prepare documents for month-end reconciliation.
Create preliminary Mock BOMs 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 project details.
Review project information for completeness and accuracy and coordinate project tasks and documentation with appropriate team members, including Zach and the Project Coordination team.
Track project documentation and coordinate with Sales, Operations, Project Coordination, and other departments to resolve missing information or discrepancies.
Respond professionally and promptly to customer inquiries about billing, payments, financing, contracts, and project documentation.
Research customer concerns, provide accurate information based on company records and procedures, and coordinate resolution with relevant departments.
Escalate complex customer concerns to the appropriate manager or leadership team and maintain courteous communication throughout resolution.
Track company business permits, licenses, registrations, and other required documents; monitor expiration dates and coordinate renewals.
Maintain permit and license records and communicate renewal requirements and deadlines to management.
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 gathering documentation and supporting reconciliations.
Generate and maintain reports on 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 policies, procedures, and internal controls to improve efficiency and compliance.
Identify administrative or process gaps and recommend improvements to accuracy, efficiency, and accountability.
Maintain confidentiality of customer, financial, contract, and company information.
Perform other related administrative, contractual, and accounting duties as assigned.