Operations & Administrative Coordinator
About Us
DTL Energy Solutions is a small, growing LED lighting retrofit contractor serving businesses across Georgia. Most of our work runs through the Georgia Power Small Business Energy Solutions (SBES) rebate program. We also do direct commercial lighting projects and run a lighting maintenance program that provides quarterly inspections for property managers. We are a tight team: an owner, a sales lead, a field tech, and electricians and a laborer in the field. We need an organized, reliable person to keep the office, the paperwork, and the materials moving so the rest of the team can sell and install. Role Summary The Operations & Administrative Coordinator is the hub of our back office. You will take admin work off the owner and the sales lead. You will support sales with proposals, CRM upkeep, and rebate paperwork. You will run day-to-day accounts receivable and accounts payable in QuickBooks Online, and you will coordinate materials from order to jobsite. This is a hands-on role at a small company. No two days are the same, and good work here has a direct effect on how fast we grow.
What You Will Do
Sales Support & Customer Follow-Up · Prepare proposals, quotes, and project packets for our sales lead from his notes, site-survey data, and pricing templates. · Keep HubSpot CRM clean and current: contacts, companies, deal stages, notes, tasks, and attachments. · Schedule site surveys, customer meetings, installs, and maintenance-program inspections. Confirm appointments with customers and crews. · Follow up with customers on outstanding signatures, documents, scheduling, and open questions so sales can stay focused on new prospects. · Prepare, submit, and track utility rebate paperwork, including Georgia Power SBES applications, pre-approvals, and completion and payment documents. Track rebate status through to payment. Accounting – AR / AP (QuickBooks Online) · Create and send customer invoices, including recurring invoices for maintenance-program customers. · Track receivables and handle polite, persistent collections follow-up. Apply payments, including incoming rebate checks. · Enter vendor bills and prepare bill-pay batches for owner approval (QuickBooks Online / AvidXchange). · Reconcile vendor statements, match bills to POs and deliveries, and flag discrepancies. · Keep financial documents organized and support month-end with clean, current records. Materials, Purchasing & Logistics · Coordinate materials orders with our field tech and suppliers (e.g., LED One, Amazon, and other distributors). Build and track purchase orders. · Track shipments to jobsites and LTL freight terminals. Schedule terminal pickups and deliveries, and chase delays. · Receive and check in materials, match packing slips to orders, and handle shortages, damages, and returns. · Maintain a simple inventory of fixtures, parts, and supplies on hand. Vendor Compliance & General Administration · Request, track, and renew certificates of insurance (COIs) for customers and property managers. · Keep our company profile, W-9, insurance, and documents current on customer vendor portals (e.g., VendorCafe). · Support certified-payroll paperwork (Davis-Bacon / WH-347) on applicable projects. · Manage the shared inbox, phones, filing (Outlook / OneDrive), and general office tasks for the owner and sales lead. Required Qualifications · 2+ years of experience in an office administration, operations, bookkeeping, or coordinator role. · Hands-on experience with AR/AP: invoicing, collections follow-up, entering bills, and reconciling vendor statements. · Comfortable with Microsoft 365 (Outlook, Excel, Word, OneDrive) and quick to learn new software. · Very organized and detail-oriented. Able to juggle many open items across customers, vendors, and crews without letting things slip. · Clear, professional phone and email communication with customers, utilities, and vendors. · Valid driver's license, reliable transportation, and willingness to make occasional supply, freight-terminal, or jobsite runs. · Able to work independently in a small-business setting and take ownership of tasks. Preferred Qualifications · Strong QuickBooks Online experience (invoicing, recurring transactions, bill entry, reconciliations). QuickBooks Certified User/ProAdvisor is a plus. · Experience in construction, electrical, or specialty-contractor administration (job paperwork, COIs, lien waivers, purchasing). · HubSpot or other CRM experience. · Experience with utility rebate or incentive programs, especially Georgia Power SBES or other commercial energy-efficiency programs. · Purchasing, freight/LTL shipment tracking, or inventory experience. · Experience with certified payroll (Davis-Bacon, WH-347) or prevailing-wage paperwork. · Familiarity with AvidXchange or similar AP automation tools, and vendor portals such as VendorCafe. Schedule & Location · Full-time, Monday – Friday, daytime hours (about 40 hours/week). · Based in the CSRA (Augusta, GA / Aiken, SC area). Work from Home · Occasional local driving for supply pickups, freight terminals, or jobsites. Pay & Benefits · Pay: $25.00 – $27.00 per hour (about $47,840 – $56,200 per year at 40 hrs/week), based on experience. Overtime is paid per FLSA when worked. · Pay toward the top of the range is for candidates with strong QuickBooks Online skills and construction/electrical-contractor office experience.
How to Apply
Apply through Indeed with your resume. In a few sentences, tell us about your experience with QuickBooks and AR/AP, and any construction, electrical, or utility-rebate work you have supported. DTL Energy Solutions is an equal opportunity employer. Pay: $23.00 - $27.00 per hour Application Question(s) Do you live within 30 minutes commute of Augusta/North Augusta (Yes/No) Have you worked in an office for a construction, electrical or other trades company? (Yes/No) In 2–3 sentences, describe how you'd track a materials order from purchase to jobsite delivery. How do you use AI tools like ChatGPT, Copilot or Grok in your work today? Give one specific example. Experience: QuickBooks: 1 year (Required) Work Location: Hybrid remote in Augusta, GA 30909