Service O&M Admin

Overview

We are committed to building a workplace where everyone feels heard and respected, and extending our culture of care so that every individual can reach their full potential. We want you to have a sense of belonging and feel valued for your contributions and the perspectives you bring.

The Service O&M Administrator supports the Battery Energy Storage Systems (BESS) team with day‑to‑day administrative operations and takes ownership of key routine functions. This role provides critical support to field technicians, project managers, and leadership by coordinating travel logistics, managing documentation, maintaining systems, and ensuring efficient administrative processes across the O&M function.

This position is based in the Denver main office, with the opportunity to transition to a hybrid schedule following initial training and a probationary period of approximately 90 days.

• Provides administrative support to Site Technicians, BESS Project Managers, O&M Manager(s), and VP of O&M.
• Provides administrative support to Site Technicians, BESS Project Managers, Operations and Maintenance Manager(s), and the VP of O&M. Responsibilities include data entry, preparing and submitting required records, processing service department documentation, and assisting with onboarding materials as needed.
• Manages PO submission, including gathering required information from BESS Managers, creating purchase orders in the financial management system, and returning finalized POs to requestors.
• Reviews entries in the Computerized Maintenance Management System (GMAO) and other company systems, following up as directed by managers. Verifies technician’s time entries with BESS managers for reporting purposes.
• Supports, organizes, and tracks warranty claim and client paperwork submissions.
• Maintains and organizes business unit files across SharePoint, GMAO, MyApps, and other designated platforms. Tracks down the correct information and uploads it in the designated places.
• Responds proactively and promptly to a wide range of requests, maintaining a positive, service‑oriented approach.
• Coordinates travel logistics, accommodations, and related requests for site technicians and as directed by manager(s).
• Coordinates with other business units and initiates toolkit setups, PPE deliveries and so on. Tracks, verifies and maintains equipment/gloves with calibration dates.
• Takes meeting notes when requested, distributes them to the team, and files them in designated locations.
• Maintains and updates select operational documents, including templates, reference materials, indices, and other resources.
• Attends work regularly and punctually, as scheduled or expected.
• Complies with Employee Handbook, Code of Conduct and Company Policies & Procedures.
• Presents, supports, and leads‑by‑example with a safety and quality‑oriented attitude.
• Schedules and coordinates meeting space and logistics for a variety of meetings to include team meetings, visitors, and training; ensures virtual and in‑person meeting spaces are in order and ready.
• Performs ad hoc job‑related duties/functions and projects to support the Managers – BESS and O&M VP, as requested.

• Follows safety and security procedures and determines appropriate action. Reports potentially unsafe conditions and uses materials and equipment properly.

• High school diploma or GED required.
• 2+ years of administrative or operations support experience preferred.
• Experience supporting technical or field‑based teams is a plus.
• MS Office:
  Intermediate skills in MS Office (Word, Excel, PowerPoint, Project) and MS Outlook; ability to manage multiple calendars in Outlook. Excel skills including charts, graphs, bars, pivot tables, VLOOKUP, COUNTIF, SUMIF, filtering information to provide quality data, creating macros to automate common tasks, and managing large amounts of data.
• Ability to handle details, access to information, and conversations that may be of a highly sensitive nature in strict confidence and in a professional manner.
• Ability to perform duties with high attention to detail.
• Ability to prioritize, handle tight deadlines and last‑minute changes in a fast‑paced…