Office Coordinator

OUR PURPOSE

SunCommon believes business should create positive change and help solve the world’s biggest problems. Our mission is to accelerate the transition to solar power in our communities because ensuring a habitable planet is the most important work of our lifetimes.

ABOUT THE BUSINESS

SunCommon is a market leading renewable energy company operating in Vermont and New York’s Hudson Valley and Capital District. We use an innovative approach to marketing, via high-touch, personal interactions with home and business owners who want clean electricity and more energy security. We’ve done all the legwork to put together a total package that’s easy for the customer. We picked the best equipment manufacturers, arranged attractive financing that saves our customers real money and hired up the finest installers. There’s over 8,000 happy SunCommon residential and commercial customers so far - and lots more to come. Organized as a Benefit Corporation and certified as a BCorp, we’re committed to the triple bottom line of People, Planet and Profit. Our goal is to become the largest publicly traded, BCorp in the country producing renewable energy.

ABOUT THIS POSITION

The Office and Fleet Coordinator is responsible for the administration and upkeep of SunCommon’s local fleet of vehicles, trailers and machinery as well as coordinating maintenance, repair and office supplies for our facilities located in New York. The Office and Fleet Coordinator connects with customers, vendors and community members via phone, email and in person conveying our easy, efficient, joyful way of working.

This position requires a person who is flexible, organized, eager to learn, with great attention to detail. The Office and Fleet Coordinator will work out of our Kingston, NY location. A dedication to taking the best possible care of our vendors and colleagues is essential. This position will report to the Director of Operations.

ESSENTIAL JOB FUNCTIONS

The Office and Fleet Coordinator will:

• Inform our Insurance provider of fleet VIN, model, year, vehicle weight, location (NY) and current list of drivers with proof of driver's license.
• Determine drivers and responsible parties for all company vehicles.
• Ensure the fleet has up to date license plates, insurance cards, inspection stickers and state registration cards placed on or within all company vehicles and trailers.
• Update information on file and within our online 3rd party Fleet database to ensure it is accurate and up to date.
• Work with Human Resources to enroll participating employees in “personal mileage” tracking for tax purposes.
• Coordinate transfer of vehicles between our two office locations and ensure all necessary documents associated with each vehicle are included in the transfer (bill of sale/lease documentation etc.)
• Schedule regular or preventative maintenance on all vehicles as needed. Obtain approval for urgent or emergency repairs when needed
• Report company accidents or theft to our insurance provider and facilitate repairs through insurance claims and authorized mechanics/body shops.
• Implement a system for regular vehicle checks to establish a preventative maintenance schedule.

PERMITTING JOB FUNCTIONS:

• Answering the company’s main phone number and greet on-site guests
• Handle incoming mail and distribute as needed.
• Deposit checks at local bank
• Costing, planning and purchasing of office supplies in coordination with other teams and in the spirit of our B-Corp values
• Maintaining the list of employees who currently has a key to the office.
• Answering the company’s main phone number and greet on-site guests
• Handle incoming mail and distribute as needed.
• Deposit checks at local bank
• Costing, planning and purchasing of office supplies in coordination with other teams and in the spirit of our B-Corp values
• Complete applications for building departments while maintaining relationships with these authorities, as we'll as assisting with NYSERDA and utility applications when demand calls for it.
• Follow up on submitted applications to ensure approvals are met.
• Prepare documentation and present projects for approval at local planning board meeting.
• Follow up with Customers to give them regular updates on their permit applications.
• Schedule electrical inspections once the installations are complete.
• Serving as facilities point person (ground maintenance, building needs, etc.), ensuring strong relationships with vendors as well as building landlord.
• Booking travel arrangements for staff, with an eye for managing expenses.
• Coordination of food and beverages for company events
• General office tasks, organization and efficiency.
• Active support of the triple bottom line - People, Planet, Profit

JOB QUALIFICATIONS

The ideal candidate for this position will have:

• The ability to self-direct and work independently—capable of managing multiple projects simultaneously in a fast paced but exhilarating environment, where many demands and requests will present themselves.
• A strong commitment to SunCommon’s purpose and vision. Driven by our mission of a market-solution to climate change that uses the power of business for good.
• Excellent communication and interpersonal skills, including the ability to speak with all levels of employees, guests, vendors and team members.
• Great time management, organization and prioritization abilities.
• Keen attention to detail and efficient problem-solving skills.
• Experience with front desk responsibilities, including supply purchasing.
• Fleet and Facilities Management experience is a plus
• A passion for delivering a joyful customer experience. This includes the ability to speak clearly and articulately on the phone, and to write and edit clear, efficient emails.
• The ability to quickly identify effective, efficient resolutions to challenges. Asks “how could we” and proposes paths forward.
• Computer Proficiency. Comfort with Microsoft Office suite, Google, and data management. Salesforce/CRM experience is a plus.
• Valid driver’s license

COMPENSATION & BENEFITS

SunCommon provides our employees a competitive salary and strong package of benefits, including:

For the employee and their family, fully paid medical premiums as well as a significant contribution toward medical deductible expenses.

For the employee and family - fully paid dental premiums.

3 weeks paid personal leave (combined vacation and sick) for year 1; 4 weeks for year 2 and beyond.

10 paid holidays annually

401k company match 1:1 up to 3% of salary that the employee sets aside, then a 1:2 match for 4 or 5%

Student Loan Paydown Program

Employee Assistance Program (EAP)

SUNCOMMON VALUES

Achieving our mission is critical work, and how we do that work matters. One way SunCommon creates positive change is internally, by instituting and measuring ourselves against practices that do right by our employees, customers, and communities. The following core values are critical to our operations and our success: Embody Excellence, Maintain Humanity, Prioritize Inclusivity, Cultivate Joy.

We do it by celebrating creativity, cross-function collaboration, high energy, hard work, good play, deep networking and with the acknowledgement that we’ll each make mistakes and learn from them. We know success. We know fun. Come do both with us.

As a certified BCorps, we take seriously our responsibility to succeed and to honor our triple bottom line commitments to People (our employees and their families, our Customers and residents of the communities where we do business), Planet (our beloved environment and the broader globe, given climate change) and Profit (providing capital to grow, revenue to share among our employees, and a reasonable return to our investors). This is important work, and we have fun doing it. Innovation is fun stuff.

SunCommon of course is an equal opportunity employer and we don’t tolerate harassment or other discrimination based upon sex, sexual orientation, gender identity, marital status, caregiver status, pregnancy, military or veteran status, race, color, religion, national origin, place of birth, ancestry, age, physical or mental disability, genetic information or any other legally protected status.