Operations and Maintenance Analyst

Description

The Operations and Maintenance Analyst keeps the day-to-day work of the O&M function moving. This person logs system issues, issues and tracks work orders with third-party vendors, reviews invoices, supports insurance and warranty claims, keeps our records accurate, and produces routine performance reporting.  

This position is based in New York, NY; however, we are open to considering qualified candidates for a remote work arrangement.

Requirements

Key Responsibilities:

Monitoring and Service Requests

• Receive, log, and prioritize service requests from internal teams, vendors, and site hosts.
• Review monitoring and inverter platforms daily to identify systems that are offline, underperforming, or not communicating, and log each issue as a case.
• Perform first-level remote troubleshooting and work with manufacturer support to resolve equipment failures.

Work Orders

• Create and issue work orders to O&M vendors with a clear scope, site details, priority, and required completion date.
• Track every open work order, follow up with vendors on status, and escalate delays to the Senior Manager.
• Verify completion before close-out: collect service reports and photos, and confirm the system is back to expected production.
• Maintain the preventive maintenance calendar, schedule preventive maintenance with vendors, and confirm reports are received and filed.

Invoices and Cost Tracking

• Review vendor invoices against work orders, contract rates, and completion documentation, flag discrepancies, and route invoices for approval.
• Track O&M spend by site and vendor to support budget tracking.

Insurance, Warranty, and Spare Parts

• Support insurance claims for major events by compiling photos, damage documentation, repair estimates, and invoices, and tracking claim status.
• Open and track warranty claims and RMAs with manufacturers, including replacement part shipments.
• Maintain the spare parts inventory log.

Systems and Records

• Maintain accurate records in Salesforce and monitoring platforms: sites, equipment, serial numbers, warranties, contracts, vendor contacts, cases, and work orders.
• Make sure equipment labels in monitoring portals match field designations.
• Organize and maintain the O&M document library, including as-builts, O&M manuals, preventive maintenance reports, and warranty documents.
• Support onboarding of new sites into monitoring and O&M records.

Reporting

• Prepare routine reports on system performance, availability, service requests, work order aging, preventive maintenance completion, and O&M spend.
• Keep O&M trackers and dashboards current.

Required Qualifications:

• Associate’s or bachelor’s degree in business or equivalent work experience.
• 2+ years of experience in operations, service management, or project coordination in solar.
• Experience with monitoring platforms such as AlsoEnergy or SolarEdge.
• Basic knowledge of PV system components. NABCEP PV Associate is a plus.
• Advanced Excel skills, including pivot tables and lookups.
• Highly organized and detail oriented, with the ability to manage many open items at once and follow up until they are closed.
• Clear, professional written and verbal communication with vendors and internal teams.

Preferred Qualifications:

• Commercial solar or storage O&M experience.
• Experience with monitoring platforms such as AlsoEnergy, SolarEdge, or Enphase.
• Experience managing cases and work orders in Salesforce, and familiarity with NetSuite and Claude.
• Basic knowledge of PV system components. NABCEP PV Associate is a plus.

Working Conditions:

Primarily office based, with occasional site visits to rooftop and ground-mount systems in outdoor conditions.