Project Manager (USA)

Job Location is Massachusetts, USA - You will have to relocate to the USA. This position is available for visa sponsorship - read full job description below before applying

About Oberon: Oberon Initiatives Inc. is a premier provider of energy efficiency solutions headquartered in Massachusetts, USA, offering energy upgrade solutions across the US. Oberon is partnered with energy and utility companies across the northeast and northwest US to provide LED lighting upgrades and other energy solutions to large commercial and industrial customers. We work through energy efficiency rebate programs via the utilities and have already completed 4000+ projects over the past decade.

Position Overview: We are seeking a highly organized and detail-oriented Project Manager / Project Coordinator to manage the application and rebate filing process for our LED lighting upgrade programs. This position plays a crucial role in ensuring smooth, accurate, and timely submission of energy efficiency rebate applications, as well as providing support to our clients in navigating the application process.

The ideal candidate will have experience in project management, excellent communication skills, attention to detail, and the ability to handle multiple projects simultaneously in a fast-paced environment.

This position is based out of the Massachusetts, USA office. 

Key Responsibilities:

Application and Documentation Management:

• Coordinate and oversee the preparation, submission, and follow-up of rebate and incentive applications for energy efficiency projects.
• Ensure applications comply with program guidelines, eligibility requirements, and documentation standards.
• Track the status of rebate applications and resolve any issues or discrepancies that may arise.
• Maintain accurate records of submitted applications, approvals, and payments.

Data Entry & Documentation:

• Ensure accurate data entry for all applications, including energy savings, project details, and associated rebate amounts.
• Maintain detailed and organized records of all applications and related communications.
• Prepare reports on the status of applications and rebates for internal and external stakeholders.

Financial Accounting of Rebates:

• Monitor and track rebate disbursements and ensure accurate financial reconciliation of rebate payments received.
• Work closely with the finance team to ensure all rebates are processed, invoiced, and accounted for correctly in the company’s financial system.
• Verify and cross-check rebate amounts against program guidelines, ensuring payments are accurate and in line with approved applications.
• Prepare financial reports related to rebates, including tracking outstanding rebate payments, ensuring proper allocation to the correct accounts.
• Assist with the budgeting and forecasting of rebate-related expenses, ensuring alignment with project costs and revenue expectations.

Process Improvement & Reporting:

• Identify opportunities for improving the efficiency and accuracy of the application and rebate filing process.
• Prepare regular status reports for management, including key performance indicators (KPIs) such as application turnaround time, rebate approval rates, etc.

Collaboration with Internal Teams:

• Collaborate with project managers, engineers, and energy consultants to ensure accurate data submission and timely processing.
• Coordinate with other departments such as finance and operations to ensure smooth processing of rebates and payments.

Qualifications:

• Bachelor's degree or equivalent experience in business administration, management, finance, or a related field.
• Strong attention to detail and accuracy in documentation and data entry
• Minimum 5 years of experience with financial tracking, reporting, and reconciliation
• Excellent organizational and time-management skills with the ability to manage multiple projects simultaneously.
• Proficient in Microsoft Office (Excel, Word, & PowerPoint).
• Strong analytical skills and knowledge of spreadsheet-based analysis techniques.
• Effective oral/written communication skills.
• Ability to collaborate effectively with internal teams, clients, and external stakeholders.

This role is ideal for a proactive, detail-oriented individual who enjoys working in a fast-paced environment and has a passion for energy efficiency. The Project Coordinator will play a key role in ensuring clients receive maximum benefits from available rebate and incentive programs while managing the successful completion of energy-saving projects.