Administrative Specialist - Renewable Energy

Nextgrid is looking for the right candidate to help with administrative needs within the interconnection and development team. The right candidate will be very well organized and able to easily integrate themselves within various utility portals and organizational software. The ability to work efficiently in a remote setting is a must.


Experience in Solar Energy is a plus. Experience working with Microsoft Dynamics and Procore is also a plus.


RESPONSIBILITIES:


1. Interconnections Inbox Monitoring

Objective: Ensure timely handling of utility communications by triaging emails and portal notifications daily.

Key Actions:

  • Review incoming utility emails and portal alerts.
  • Route messages to the appropriate teams (e.g., Accounting, Legal, Engineering, Project Leads).
  • Cross-reference project IDs and addresses to prevent misrouting.
  • Monitor portal chatter feeds and validate utility statuses when needed.
  • Flag urgent issues (e.g., construction payments, deficiency notices, milestone alerts).

2. Manage Interconnection Payments with Accounting

Objective: Support financial transparency and accurate recordkeeping for interconnection fees.

Key Actions:

  • Track utility invoices and confirm payment status.
  • Route construction payment notices to Accounting and IX Leads.
  • Maintain a shared payment log or dashboard (Smart Sheets)
  • Follow up on missing or delayed payments.

3. SMART Program Application Support

Objective: Ensure timely and accurate SMART incentive applications and status tracking.

Key Actions:

  • Submit new SMART applications per internal process guidelines.
  • Track application statuses across the SMART portal and Microsoft Dynamics
  • Reconcile discrepancies and update records regularly.
  • Flag issues for development team members when delays or data mismatches occur.
  • Update and maintain the master SOQ tracker.
  • Issue reminders to internal stakeholders ahead of deadlines.
  • Coordinate extension requests with utilities when needed.
  • Track submission confirmations and status updates.

4. Closeout Requirements Research

Objective: Complete and standardize documentation needed for utility closeouts.

Key Actions:

  • Audit closeout documentation in utility portals and populate closeout checklists in Procore.
  • Identify missing or outdated requirements.
  • Populate historical data and notify teams of action items.
  • Ensure packages meet utility-specific formatting and completeness standards.

5. SharePoint Document Organization & Cleanup

Objective: Improve accessibility and consistency in shared documentation repositories.

Key Actions:

  • Standardize file naming conventions.
  • Archive or delete outdated documents.
  • Validate internal links and update them where broken.
  • Create a reference structure or guide if needed.

6. Reconciliation Audit

Objective: Recover refundable interconnection fees from withdrawn or canceled projects.

Key Actions:

  • Identify canceled projects in the utility systems and internal trackers.
  • Cross-check payment history for refund eligibility.
  • Prepare and submit refund requests.
  • Maintain a log of open and resolved reimbursement cases.