Onboarding and Operations Specialist

New Energy Equity•Annapolis, MD

8d•Hybrid

About The Position

Energy Support Services (ESS), a subsidiary of New Energy Equity and ALLETE, provides operations and maintenance for more than 1,000 distributed-generation solar sites across 20+ states. The Onboarding and Operations Specialist oversees administrative processes that support new clients, new hires, company vehicles, payroll, company events, and headquarters operations. The role maintains complete and current records, coordinates follow-up across workstreams, protects confidential information, and improves processes while carrying them out. The position is hybrid, with regular on-site time at the Annapolis headquarters for shipping, receiving, and events, as well as occasional travel for company events. The role requires the ability to lift, pack, and ship materials and equipment; the stated weight is shown as an unconfirmed placeholder in the posting. Applicants must be authorized to work for any employer in the U.S.; visa sponsorship is not available. The expected annual compensation range is $55,000–$70,000, encompassing base pay and potential incentive target opportunity. Compensation may vary based on relevant knowledge, skills, training, experience, and market conditions. The position may qualify for a benefits package that includes retirement benefits, medical, dental and vision coverage, health savings and flexible spending accounts, life insurance and disability coverage, tuition reimbursement, voluntary benefits, paid absences, and more.

Requirements

At least 3 years of experience 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 the Annapolis headquarters as needed.
Ability to manage several workstreams in the same week without dropping tasks.
A track record of handling payroll data and personal information accurately and confidentially.
Must be authorized to work for any employer in the United States; the employer is unable to sponsor or take over sponsorship of employment visas.
Ability to lift, pack, and ship materials and equipment; the posting lists the weight as an unconfirmed placeholder: “[confirm weight, e.g., 50 lbs].”

Nice To Haves

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.

Responsibilities

Check each new project’s Salesforce folder against the required-document list and ensure required documents are uploaded within 15 business days of notice to proceed.
Coordinate with Client Relations to collect missing client documents, follow up until requests are closed, and review documents for completeness before filing.
Plan new-employee starts, ensuring paperwork, workflows, computers, system access, and tool kits are ready before the first day.
Complete the day-one readiness checklist and 30-day onboarding survey, and use feedback to improve future onboarding.
Maintain complete and current vehicle records in Salesforce.
Track vehicle registration, inspection, and scheduled maintenance dates, and follow up with technicians at least 30 days before due dates.
Process payroll accurately and on schedule for review and approval by the Prevailing Wage lead.
Resolve payroll corrections identified during review before the pay run closes, while maintaining strict confidentiality of employee personal and financial information.
Plan and deliver company events end to end, on schedule and within budget, including company swag.
Ship and receive materials and equipment at the Annapolis headquarters by 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.
Lift, pack, and ship materials and equipment as needed.
Travel occasionally for company events.