Solar Program Coordinator

Organization Summary

Civic Works’ Energy Programs makes it easy and affordable for Baltimore City and Central Maryland residents to go solar and upgrade their energy efficiency. Through our programs, residents of all income levels lower their energy bills, improve the comfort and safety of their homes, and have a positive impact on the environment. As an integral part of Civic Works’ job training center, we also play a pivotal role in expanding access to quality careers in the clean energy sector.

In 2023, Civic Works launched its low-income solar installation and roofing services program, providing free services to 17 Baltimore City homeowners. With key partners and funding in place, Civic Works is now poised to rapidly scale the program to serve 150 low-income households over the next 2 years. Civic Works is hiring a Solar Project Coordinator to provide administrative and data management support across the solar team. Civic Works’ green initiatives have been highlighted by The Baltimore Sun, The Washington Post, the US Conference of Mayors, and the Maryland Sustainable Growth Commission. Join us in creating a resilient clean energy economy. Learn more about our transformative residential energy programs at https://civicworks.com.

Position Summary

The Solar Project Coordinator will support Civic Works’ solar team during an exciting period of growth. Reporting to the Solar Production Manager, this role will manage administrative tasks, track project milestones, and oversee solar project data from start to finish.

The ideal candidate is detail-oriented, organized, and capable of juggling multiple responsibilities in a dynamic environment. Tasks will include maintaining data in platforms such as Salesforce and Neighborly, tracking project statuses, managing subcontractor communication, and assisting with operational and marketing initiatives.

Primary Responsibilities:

Solar Contractor Relationship Coordination

1. Support recruitment, vetting, and screening of new solar contractor partners. Obtain copies of materials, such as appropriate and relevant certifications, liabilities, and insurance documentation.  
2. Maintain regular communication with each solar contractor, ensuring that the contractors comply with program requirements, including job quality and performance standards, reporting processes, deadlines, and budget constraints. 
3. Manage performance of completed solar systems through the periodic solicitation of customer feedback. Ensure customer issues are reported to solar contractors and resolved in a satisfactory manner.
4. Report new leads from Energy Programs website to solar contractors and update Salesforce accordingly.
5. Lead communication of customer feedback to contractors and mediate any problems that arise between customers and contractors.
6. Review solar contractor platform weekly to obtain key information on roof and solar project status to update Civic Works’ Salesforce CRM.

Solar Program Coordination

1. Utilize Salesforce CRM to run regular status reports on open solar projects and track each customer in Salesforce to ensure that stages, tasks, notes, and milestone dates are up-to-date.
2. Update and maintain client data and documents in the City of Baltimore Neighborly database in order to qualify projects for various grant funding sources.
3. Collect reporting documentation, data, and invoices from contractors. Compile data for various grant reports.  
4. Track expense receipts and unpaid invoices and follow up with vendors and accounting on overdue invoices and payments.
5. Collaborate with the Salesforce administrators and program managers to customize the database to make it more effective for solar initiatives.
6. Supporting electronic paperwork and data in preparation for funder reporting and customer invoicing.
7. Update Salesforce Opportunities with milestones and data for solar co-op and community solar clients.
8. Support the organizing and uploading of electronic project files from solar and roofing subcontractors in both Dropbox and Google Drive.
9. Update SREC credit and payment information from the broker accounts for all solar systems.
10. Review photo documentation in CompanyCam and assessment statuses in Salesforce, and follow up with the in-house field team regarding any missing or overdue photos, Form Assembly submissions, or site visit data

Operational Support

1. Monitor solar system performance using Enphase software.
2. Submit and track maintenance requests via Salesforce.
3. Communicate with subcontractors to resolve maintenance issues and track progress.
4. Assist with RFPs, vendor contracts, invoicing, and related documentation
5. Communicate with clients via phone, email, and text message. 
6. Contribute to designing and updating processes, systems, and protocols to improve program operations.

1. Promotion & Marketing Support

1. Coordinate in-person and virtual solar information sessions, including managing Eventbrite and attendance records.
2. Collaborate with Civic Works’ Marketing team on social media campaigns.
3. Collect and develop client testimonials for promotional content.

Secondary Responsibilities:

1. Performs other duties as assigned by the Solar Production Manager.
2. Research and share industry conferences and webinars to support ongoing professional development for the team.

Education and Experience:

• Proficiency in Microsoft Office Suite and Google Workspace is required.
• Experience in an administrative or project support role is required.
• Experience with CRM software is required, Salesforce experience is strongly preferred.
• Familiarity with the solar or construction industries is a plus.
• Experience with programs that serve low-income clients is preferred.

Skills and Abilities:

• Strong computer and database management skills.
• Highly organized, detail-oriented, and able to manage multiple tasks simultaneously.
• Ability to prioritize tasks and manage time effectively.
• Adaptable and open to evolving responsibilities to meet the needs of the program.
• Ability to recognize problems, develop innovative solutions and implement them.
• Exceptional personal responsibility for meeting goals, deadlines, and a track record of success.
• Strong initiative and creativity, and able to excel while working independently.
• Ability to collaborate and communicate effectively with coworkers and external stakeholders.
• Excellent professional writing and verbal communication skills, with a proven ability to draft clear and effective emails and various forms of correspondence.
• Ability to accept and effectively utilize constructive feedback to improve performance and deliverables.
• Ability to delegate tasks to colleagues and follow up when necessary.

Work Environment & Physical Demands:

• Schedule: The position has a default work schedule aligned with standard business hours of approximately 9am - 5pm or 8am - 4pm, Monday through Friday, with reasonable flexibility to accommodate deadlines and personal needs.
• Hybrid Work Policy: The Solar Project Coordinator can apply to work from home up to four days per week, and would work at least 1 day per week from Civic Works’ office in Baltimore City. During the 90-day orientation period, additional in-office days will be required. This arrangement is subject to change based on organizational needs and may be adjusted to include additional in-person time.