Administrative Coordinator - Energy Rebates

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Role Overview
Do you love seeing a task through from start to finish? We are hiring an Energy Incentive Coordinator to manage the full lifecycle of utility and government incentive applications for an energy efficiency and home improvement company. You will gather project documentation after each job, build complete and accurate application packages, and stay on top of every submission until funds are released. The work is high in volume and heavy on detail, and it rewards someone who is organized, persistent, and quick to pick up new processes. You will work alongside a small, driven team where your accuracy and follow-up have a direct impact on the business.

What You'll Do

• Assemble complete incentive application packages using job-site photos, measurements, square footage, insulation details, and property data.

• File applications with state and utility incentive programs, including NYSERDA, Con Edison, EmPower+ / NYHEP, Clean Heat, PSEG Long Island, and National Grid, while meeting the unique guidelines of each.

• Monitor every open application and reach out regularly to keep approvals and payments moving forward.

• Catch and correct missing paperwork, inconsistencies, or filing errors before they cause delays.

• Keep a clear, up-to-date log of every application, its current status, and its final result.

• Partner with field installers so the right documentation is gathered at each phase of a project.

• Keep track of changing program rules, eligibility updates, and filing deadlines.

• Take on related administrative duties that support the incentive process.

Required Qualifications

• Confident using web portals, spreadsheets, file management tools, and online government systems.

• A sharp eye for detail and a commitment to getting paperwork right the first time.

• A persistent, proactive approach to follow-up and closing out open items.

• Ability to absorb new information quickly and apply it with minimal repetition. Full training on all programs is provided.

• Strong self-management skills and the ability to stay accurate while handling a large workload independently.

• A genuine enjoyment of structured, repetitive administrative work.

• Clear, professional communication and the ability to collaborate directly with company leadership.

• Availability to work on-site in Brooklyn four days per week, with one day working from home.

Nice to Have

• Background in document processing, data entry, or administrative work where precision is essential.

• Curiosity about AI tools and how they can be used to simplify or automate repetitive tasks.

• Exposure to utility incentives, energy efficiency programs, or government rebates such as NYSERDA, Con Edison, or PSEG.

• Experience working in or around construction, HVAC, contracting, or home services.

• Comfort juggling several active projects or case files at once.

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