Renewables Service Coordinator

Cormorant Utility Services•Cambridge, ON

10d

About The Position

The Service Coordinator - Renewables plays a key role in supporting the successful delivery of renewable energy service contracts by coordinating project administration, customer deliverables, contract documentation, and financial activities. Reporting to the Program Director, Renewables, this role works closely with Project Managers, field technicians, customers, accounting, and procurement to ensure projects are executed efficiently, billing requirements are met, and customer commitments are delivered on time. The Service Coordinator is responsible for maintaining project documentation, supporting contract administration, coordinating monthly billing and reporting, monitoring job costs, and ensuring accurate records throughout the project lifecycle. This position requires a highly organized, proactive individual who can effectively manage multiple priorities while delivering exceptional customer service and administrative support in a fast-paced service environment.

Requirements

Minimum of 2 years of experience in project coordination, service administration, contract administration, project support, or a related role
Experience supporting recurring customer service contracts and monthly billing processes
Knowledge of job costing, cost codes, progress invoicing, and time-and-material billing
Strong organizational skills with the ability to manage multiple priorities and deadlines simultaneously
Exceptional attention to detail and accuracy in documentation and financial records
Strong written and verbal communication skills with a customer-focused approach
Demonstrated ability to work independently while collaborating effectively with cross-functional teams
Experience coordinating documentation between Project Managers, field personnel, customers, vendors, and accounting
Proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and Teams
Familiarity with purchase orders, subcontract agreements, work orders, service agreements, and change order administration

Nice To Haves

Experience using ERP, accounting, payroll, or project management software (Jonas, Dayforce, or similar platforms is considered an asset)
Experience within renewable energy, utilities, electrical contracting, industrial services, construction, or field service industries is considered an asset
Experience preparing customer billing packages and supporting project financial reporting is preferred
Strong problem-solving skills with the ability to proactively identify and resolve issues
Commitment to professionalism, collaboration, and continuous improvement

Responsibilities

Coordinate the day-to-day administration of multiple renewable energy service contracts and projects
Support Project Managers with contract administration, project coordination, and customer deliverables
Maintain project files, work orders, purchase orders, change orders, service agreements, and project documentation
Assist with project setup, including job creation, cost codes, project phases, and work orders within company systems
Track project milestones, contractual obligations, billing schedules, and customer reporting requirements
Monitor project progress and proactively identify missing documentation, upcoming deadlines, or billing issues
Coordinate preventative maintenance schedules, recurring service activities, and contract deliverables
Prepare monthly customer invoices for service agreements, time-and-material work, and project-based services
Compile billing packages including labour, equipment, materials, subcontractor costs, expenses, and supporting documentation
Assist with progress billing based on contract milestones, schedules of value, or percentage completion
Maintain billing trackers and monitor invoice approvals, outstanding billing items, and work-in-progress
Review job cost reports and assist Project Managers with identifying cost coding discrepancies or missing costs
Support month-end reporting, reconciliations, and financial administration activities
Collect, review, and verify technician timesheets, field reports, service documentation, receipts, and material records
Follow up with field personnel to obtain missing information required for payroll processing, billing, or customer reporting
Coordinate monthly customer reports, maintenance summaries, compliance documentation, and other contractual deliverables
Respond to customer inquiries professionally and provide timely updates regarding service activities and project status
Build and maintain positive working relationships with customers, vendors, and internal stakeholders
Assist with service scheduling, technician mobilization, purchase requisitions, and material tracking
Maintain accurate records within ERP, accounting, payroll, and project management systems
Ensure project documentation is complete, organized, and maintained in accordance with company standards
Support continuous improvement initiatives by identifying opportunities to improve administrative processes and workflows
Participate in team meetings and communicate project status, outstanding requirements, and potential risks proactively
Maintain compliance with company Health, Safety, Environmental, and Quality Management System (QMS) requirements
Provide professional administrative support that contributes to successful project execution and exceptional customer service
Perform other duties and responsibilities as assigned