Project Coordinator

A LEADING INTEGRATOR OF COMMERCIAL SOLAR ELECTRIC SYSTEMS

Based in Brooklyn, New York and founded in 1998, Solar Energy Systems, LLC (SES) is a leading integrator of commercial solar electric systems in the Northeastern United States, including New York, New Jersey, Connecticut, Massachusetts, and Pennsylvania. Solar Energy Systems is under the umbrella of Eaglestone Holdings.

What you will do:

• Receive and assure fully executed customer contracts prior to job setup in Vista

• Regular tracking of Changes Orders and entering approved Change Orders (additive to Contract Value) and associated budget revisions (Cost of Complete) in Vista.  Monitor and work with the Project Manager to gain approval for outstanding/unapproved Chage Orders

• Track project cashflow to and review over/under billing at the project level and work with Project Managers to optimize our position

• Attend monthly WIP Meetings and utilize live data in Vista to ask questions and gain clarity.  
• Make sure monthly cost to complete data is secured from the Project Managers and inputted into Vista

• Receive and assure fully executed customer contracts prior to job setup in Vista
• Setup newly booked projects in Vista to include Contract Value, Cost and Gross Margin as approved by the General Manager
• Enter the project team assignments in Vista and Procore
• Handle administrative project aspects of Certificates of Insurance
• Prepare monthly and weekly invoicing to customers. 
• Prepare and complete AIA billing and bill customers in Vista 
• Develop and maintain contact information for the appropriate accounts payable (AP) person with each customer. Document each customer’s payment and approval process in Vista.
• Work with customer to manage open receivables
• Receive incoming supplier/subcontractor invoices, verify accuracy and readiness to pay with Project Manager and assist accounting team with processing payment
• Generate purchase orders and document goods received in Vista
• Manage the administration and issuance of subcontracts
• Match AR receipt to subcontractor invoices
• Work with warehouse administrator on verification of material received
• Effectively communicate with Operations Managers, Project Managers and Accounting regarding contract documents, change orders and other modification, approvals and any additional services related to billings
• Work with operation and accounting to facilitate client collections and cash application
• Assist project managers as requested

Requirements

What you will bring:

• Resourcefulness and problem solving

• Ability to operate in a matrixed environment

• Intermediate to advanced computer literacy and proficiency in various software packages to include ERP systems

• Minimum of two years related experience

• Associate degree required, including course in accounting/business. 

• BA/BS degree preferred

• Financial acumen

• Construction experience preferred

• Strong written and verbal communication skills, as well as strong organizational skills. 

• Ability to work independently, take initiative, manage priorities and see project through to completion

• Good judgment and strong customer focus

• Ability to maintain a culture that is based on teamwork, respect and integrity

• Follows policies, processes and procedures

• Next level promotional opportunities include careers in Accounting and Project Management

Benefits

Outstanding Benefits:

We offer a competitive compensation package and exceptional benefits designed to enhance our employees’ lives and demonstrate our appreciation for their contributions. Eaglestone provides:

· Comprehensive medical coverage, with substantial support for employee and family plans.

· Fully covered dental and vision insurance

· Company paid basic life insurance and long-term disability insurance

· A 401(k) plan with a 50% employer match

· Hybrid work schedule

· Paid Time Off

· Tuition reimbursement

· Attractive referral bonuses

· Weekly Pay dates

SES and Eaglestone is committed to creating a diverse and welcoming environment and is proud to be an equal opportunity employer. All applicants will receive consideration for employment without regard to race, color, religion, gender, age, disability, or veteran status.