Quality Assurance Project Coordinator

Position Summary

The Quality Assurance Project Coordinator plays a central role in ensuring the successful delivery, documentation, and quality oversight of whole‐home energy retrofit projects within Portland. This position serves as a key liaison among participating contractors, Energy Specialists, Client Navigators, and QA Providers. The Coordinator ensures that project scopes, installation work, QA inspections, payment processing, and compliance requirements are completed accurately, on time, and in alignment with program standards.

This role requires strong organizational skills, attention to detail, the ability to track multi‐stage workflows, and comfort working with energy modeling and project documentation platforms

Key Responsibilities

1. Project Intake & Registration

• Register new projects and assign job numbers.
• Ensure contractors understand the QA and program processes during onboarding.
• Track submission of audits, energy assessments, and transitions to Bid Proposed status in company platforms.

2. Scope of Work (SOW) Review Support

• Review initial audit data, energy models, and proposed Scopes of Work (SOW) for alignment with EFH measure and installation requirements.
• Verify critical repair costs, contractor estimates, load calculations, and mechanical system specifications.
• Coordinate with the QA Provider during SOW approval workflows.

3. Contractor and Client Coordination

• Verify that contractors deliver required consumer protection notices (lead, asbestos, right‐to‐lien) to clients.
• Track client approval of the final SOW before down payment issuance.

4. Payment Processing & Documentation

• Issue down‐payments (50% of approved SOW or tier maximum) after QA Provider and client approval.
• Process final payment once QA inspections and documentation are complete, ensuring program cost caps and co‐funding rules are satisfied.

5. Installation Tracking & Change Management

• Ensure installation is completed within 45 days of SOW approval; monitor delays and coordinate updates with contractors and Energy Specialists.
• Track compliance with Eligible Measures, Installation Checklists, and co‐funding documentation.
• Ensure change orders remain within program limits and coordinate any required adjustments with QA Providers.

6. QA Inspection Coordination

• Coordinate scheduling of QA field inspections (goal: within 5 business days of installation completion).
• Track contractor corrections (due within 30 days of QA notices).
• Ensure final QA reports are delivered to contractors and stored with project documentation.

7. Documentation & Software

• Maintain accurate records in the platform and internal QA workbooks.

8. Process Improvement

• Verify, document, and refine existing workflows to improve consistency, efficiency, and alignment with QA program requirements.