Administrative Assistant

SolBid, Inc.; Lowell (MA); Hybrid; USD 42,000 - 62,000; Full time

Job summary

SolBid, Inc. is seeking an Administrative Assistant and Coordinator to support management with calendars, email, and routine communications across the business. The role emphasizes organization, confidentiality, and proactive follow-through.

You will handle accounts payable/receivable support in QuickBooks Online, track invoices and renewals, assist with meeting prep, and maintain records. The position is hybrid with office days in Lowell and some remote work on Fridays.

Qualifications

• At least 3 years of experience in executive assistance, office administration, operations coordination, bookkeeping support, or a similar role.
• Experience managing calendars and email.
• Strong written and verbal communication skills.
• Comfortable making professional follow-up calls and sending payment reminders.
• Exceptional organization, attention to detail, and follow-through.
• Ability to manage recurring responsibilities without requiring frequent reminders.
• Sound judgment when handling confidential or time-sensitive information.
• Proficiency with Microsoft Office or Google Workspace.
• Comfortable learning new software platforms and following documented procedures.

Responsibilities

• Manage calendars, schedule meetings, resolve conflicts, and protect time for priority activities.
• Monitor and organize email inboxes; draft routine responses and follow up on urgent matters.
• Assist with meeting preparation, reminders, and follow-up activities.
• Handle sensitive and confidential business information professionally.
• Enter vendor bills and supporting documentation into QuickBooks Online; verify accounts and terms.
• Maintain organized records of invoices, bills, and related documentation.
• Monitor outstanding customer invoices; send professional payment reminders; escalate when needed.
• Coordinate with management as needed.
• Answer and route incoming calls; respond to routine inquiries; maintain records.
• Assist management with additional administrative tasks as needed.
• Maintain an accurate list of active client software subscriptions and renewal dates.
• Track subscription start/expiration dates, payment status, and renewal dates.
• Notify the team ahead of renewals; ensure renewal activities are completed on time.
• Routinely review software portals for a portfolio of solar energy systems.
• Identify fault or outage alerts and communicate to stakeholders; track to resolution.
• Maintain records of alerts and activities; do not diagnose or repair solar equipment.

Skills

Calendar management

Email management

Written and verbal communication

Follow-up & payment reminders

Organization & attention to detail

Time management

Confidential information handling

MS Office / Google Workspace

Learning new software

Tools

QuickBooks Online

Google Workspace

Microsoft Office

Job description

Administrative Assistant and Coordinator

About SolBid

SolBid is a rapidly growing commercial solar energy company that helps business enterprises evaluate, design, procure, and manage solar energy projects through its proprietary technology platform and professional services team.

We are seeking a highly organized, responsive, and detail-oriented person to support company management with several important administrative and operational functions across the business.

This role is ideal for someone who takes ownership, communicates professionally, follows established processes, and enjoys keeping people, accounts, and business activities organized.

Key Responsibilities

Management Support

• Manage calendars, including scheduling meetings, resolving conflicts, coordinating participants, and protecting time for priority activities


• Monitor and organize email inboxes


• Draft routine responses, identify urgent matters, and ensure important messages receive timely follow-up


• Assist with meeting preparation, reminders, and follow-up activities


• Handle sensitive and confidential business information professionally

Accounts Payables and Receivables Support

• Enter vendor bills and supporting documentation into QuickBooks Online


• Confirm bills are assigned to the appropriate vendor, account, project, and payment terms


• Maintain organized records of invoices, bills, and related documentation


• Monitor outstanding customer invoices


• Send professional payment reminders and follow up on past-due invoices


• Escalate unresolved or significantly overdue accounts to management


• Coordinate with the company Management as needed

General Administrative Support

• Answer and route incoming company phone calls


• Respond to routine inquiries and ensure messages reach the appropriate team member


• Maintain accurate administrative records and internal tracking systems


• Assist management with additional administrative and operational tasks as needed

Client Subscription Management

• Maintain an accurate list of all active client software subscriptions


• Track subscription start dates, expiration dates, payment status, and renewal dates


• Confirm that client subscriptions remain active and current


• Notify the appropriate team members well in advance of upcoming renewals


• Follow up internally to ensure renewal activities are completed on time


• Routinely review the software portals for a portfolio of operating solar energy systems


• Identify fault or outage alerts notifications and communicate identified alerts to the appropriate stakeholders


• Track open service issues through resolution


• Maintain records of alert and activities


• This position is not expected to diagnose or repair solar equipment. The role is responsible for software monitoring alerts, following established procedures, and coordinating the appropriate response. .

Qualifications

• At least 3 years of experience in executive assistance, office administration, operations coordination, bookkeeping support, or a similar role


• Experience managing calendars and email


• Strong written and verbal communication skills


• Comfortable making professional follow-up calls and sending payment reminders


• Exceptional organization, attention to detail, and follow-through


• Ability to manage recurring responsibilities without requiring frequent reminders


• Sound judgment when handling confidential or time-sensitive information


• Proficiency with Microsoft Office or Google Workspace


• Comfortable learning new software platforms and following documented procedures

Preferred Qualifications

• Experience supporting a small or rapidly growing company


• Experience with accounts receivable follow-up


• Familiarity with subscription tracking or customer renewal processes


• Experience working with solar monitoring portals, service dispatch, or field service coordination


• Familiarity with commercial solar energy is helpful but not required


• Working knowledge of QuickBooks

What Success Looks Like

• Management calendars and inboxes remain organized and current


• Vendor bills are entered accurately and promptly


• Past-due invoices receive consistent, professional follow-up


• Incoming calls are answered and routed appropriately


• No client subscription renewal is missed


• Solar system alerts are identified promptly, escalated according to protocol, and tracked through resolution


• Management can rely on assigned responsibilities being completed accurately and on time

Hours

M-Th: 9-5pm EST - Lowell Office

Fri: 8-5pm EST - Remote

Ideal Candidate

The ideal candidate is proactive, dependable, and comfortable owning a diverse group of recurring responsibilities. You do not wait for problems to become urgent. You notice what needs attention, communicate clearly, follow established procedures, and make sure open items are brought to completion.

SolBid, Inc. is an equal opportunity employer. We consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, gender identity, or any other characteristic protected by applicable law.