Office Administrator I

Office Admin I

Department: Administration
Reports to: CAO
Schedule: 4×10 (Mon–Thu), occasional Fri availability for urgent closeouts
Employment Type: Full-time, non-exempt
Wage Range: $22–$26/hour (DOE)

Position Summary
The Office Admin I is the front-office anchor for SolHome—owning phones and customer intake, permit submissions, receipt/expense coding, vendor PO coordination, and accurate digital recordkeeping. This role keeps projects moving by preparing job folders in BuilderTrend, submitting permits via ARCHON/I-Permit, coding receipts the day they occur, and supporting closeout documentation so invoices can be issued promptly. You will also help administer incentive/rebate paperwork (e.g., SDG&E and other utility/regional programs) to ensure timely payment, and play a hands-on role in shop inventory using Sortly (SKUs, reorders, cycle counts). Daily collaboration with the Director of Operations/Field Supervisors ensures schedules, materials, and paperwork align with company SOPs.

Core Responsibilities

• Customer Intake & Phones: Answer main line; time-stamp and route leads; log all calls/notes in BuilderTrend.

• Permits & Inspections: Prepare/submit permit applications (ARCHON/I-Permit); track statuses; schedule inspections; upload approvals.

• Digital Job Folders: Build and maintain BuilderTrend folders (scope, plan set, permits, photos, specs, closeout docs).

• Expense & Receipt Coding: Same-day coding of field/office receipts in Expensify (or Zoho Expense) with job number, cost code, and notes.

• Vendor POs & Deliveries: Draft POs; confirm pricing/lead times; coordinate deliveries to shop/jobsite; upload packing slips; manage RMAs/returns.

• Closeout Support (Photos & Docs): Collect final photos, warranties, manuals, nameplates, test/cert results; verify completeness against SOP; flag Ready to Invoice.

• Incentive & Rebate Administration: Prepare, submit, and track incentive/rebate packets for utility and regional programs (e.g., SDG ensure required photos/metadata and signatures are captured; coordinate with accounting to confirm receipt and reconciliation of funds.

• Inventory & Stockroom (Sortly): Maintain SKUs/barcodes; perform cycle counts; update min/max levels; generate reorder lists/POs; log check-outs/returns; keep shelves and bins labeled per SOP.

• Scheduling Admin: Update shared calendars with install dates, inspection windows, and material drop-offs per weekly planning meeting.

• Time-Off & Program Paperwork Support: Assist COO (Jessica) with time-off/PTO request logging and balances per company policy; support SDG&E program paperwork (submittals, status checks, document uploads).

• Data Quality: Audit file completeness; enforce naming conventions and version control.

• General Office Support: Mail, scanning, supplies, visitor greeting, and meeting prep as needed.

Tools & Systems You’ll Use
BuilderTrend (project folders, schedules, daily logs) • ARCHON / I-Permit (permits) • Sortly (inventory) • Expensify/Zoho Expense (receipt capture) • QuickBooks (invoice packet handoff; A/R support) • Google Workspace (Drive, Docs, Sheets, Calendar) • CompanyCam or equivalent (photo/document intake) • Utility/Program Portals (e.g., SDG&E)

Minimum Qualifications

• 1–2 years of administrative experience (construction, trades, or permitting preferred)

• Comfortable with cloud tools and form-based data entry

• Detail-oriented, organized, and able to follow SOPs precisely

• Professional phone and email etiquette; strong customer service

Preferred Qualifications

• Prior use of BuilderTrend, QuickBooks, permitting portals, Sortly, or construction CRM

• Familiarity with utility incentive/rebate paperwork requirements

• Basic understanding of residential solar/HVAC/HPWH terminology

• Bilingual (English/Spanish)

Key Performance Indicators (KPIs)

• Permit SLA: 100% of complete applications submitted within 2 business days

• Receipt Coding: 95% of receipts coded within 24 hours; 0% missing by month-end

• Folder Completeness: 100% of active jobs meet the file checklist standard

• Closeout Readiness: 90% of jobs flagged “Ready to Invoice” within 48 hours of install completion

• Incentive Packets: 95% submitted within 3 business days of closeout; 100% funds reconciliation monthly

• Inventory Accuracy (Sortly): ≥98% match to physical counts; on-time reorders per min/max levels

• SDG&E/Program Paperwork: 100% of required docs uploaded on time; status log updated weekly

• Time-Off Log Accuracy: 100% of requests recorded within 1 business day

Benefits & Perks

• 4-day workweek (Mon–Thu)

• Company-provided laptop and software access

• Paid training time on company SOPs and systems

• Paid portion of your Medical Benefits

• Expense/mileage reimbursement per company policy (e.g., permit runs)

• Eligibility for company phone or stipend after 90 days (per policy)

• Participation in company recognition programs and skills development workshops

Career Path
Office Admin I → Office Admin II or Project Administrator → Accounting/AP-AR Coordinator (based on strengths)