Operations and Maintenance Analyst

Paylocity; New York (NY); On-site; USD 65,000 - 90,000; Full time

Job summary

Paylocity is seeking an Operations and Maintenance Analyst to manage day-to-day O&M activities, logging issues, tracking work orders, reviewing invoices, and supporting insurance and warranty claims.

You will maintain records in Salesforce and monitoring platforms, produce routine performance reports, and coordinate with vendors to ensure timely resolution and close-out of work orders.

Qualifications

• Associate’s or bachelor’s degree in business, engineering, energy, or a related field, or equivalent work experience.
• 2+ years of experience in operations, dispatch, service, or project coordination, preferably in solar, electrical, utilities, or field services.
• 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.
• Valid driver’s license.

Responsibilities

• Receive, log, and prioritize service requests from internal teams, vendors, and site hosts.
• Review monitoring and inverter platforms daily to identify issues and log each as a case.
• Perform first-level remote troubleshooting with manufacturer support.

Skills

Advanced Excel

Communication

Organizational skills

Time management

Education

Associate/Bachelor in business, engineering, energy

Tools

Salesforce

AlsoEnergy

SolarEdge

Enphase

NetSuite

Claude

Job description

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.

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 elevate 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, engineering, energy, or a related field, or equivalent work experience.
• 2+ years of experience in operations, dispatch, service, or project coordination, preferably in solar, electrical, utilities, or field services.
• 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.
• Valid driver’s license.

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.