Onboarding Specialist

ACT Power Services was established to deliver top-tier services for our clients. As an independent service provider, we prioritize our clients’ needs without any conflicts of interest. Our organization focuses on providing essential services that add value, leveraging a world-class team, cutting-edge technology, and best practices to ensure optimal facility operations that enhance production, maintain compliance, and prioritize safety for our personnel and communities.

The Onboarding Specialist will be responsible for coordinating and managing the onboarding process for new solar sites joining the ACT Power Services portfolio. This role serves as a primary point of contact for clients, internal teams, and external stakeholders throughout the site activation lifecycle, ensuring all onboarding milestones are met on schedule and in accordance with ACT’s operational standards. The ideal candidate is organized, client-focused, and comfortable managing multiple concurrent projects in a fast-paced environment.

Duties/Responsibilities:

• Serve as the primary point of contact for clients and external stakeholders throughout the site onboarding process, maintaining clear and professional communication from Notice to Commence (NTC) through full site activation.
• Coordinate all onboarding activities across internal departments including Operations, Engineering, ARCC, and Field Services to ensure seamless site integration.
• Manage multiple concurrent site onboarding projects, tracking milestones, deadlines, and deliverables to ensure timely completion.
• Develop and maintain onboarding project plans, timelines, and status trackers; proactively identify and escalate risks or delays.
• Conduct site onboarding kickoff meetings and ongoing check-ins with clients and internal teams, documenting action items and follow-ups.
• Ensure all required site documentation, permits, and system configurations are collected, reviewed, and filed prior to go-live.
• Coordinate the setup of new sites in Fiix (CMMS) including asset creation, PM rule activation, and work order configuration in accordance with ACT standards.
• Maintain accurate onboarding records and dashboards, providing regular status updates to management and clients.
• Identify process improvement opportunities within the onboarding workflow and collaborate with the team to implement enhancements.
• Support post-onboarding activities including site handoff to the Operations team and resolution of any outstanding items.
• Build and maintain strong client relationships throughout the onboarding lifecycle, acting as a trusted liaison between ACT and the client.

Required Skills/Abilities:

• Excellent verbal and written communication skills, with a professional and client-facing demeanor.
• Strong organizational and time-management skills with the ability to manage multiple projects simultaneously without loss of quality or attention to detail.
• Ability to build and maintain positive relationships with clients, stakeholders, and cross-functional internal teams.
• Proficient with Microsoft Office Suite (Excel, Word, Outlook, Teams); experience with project tracking tools such as Smartsheet is a plus.
• Comfortable working in a fast-paced, deadline-driven environment with shifting priorities.
• Self-starter who can work independently and exercise sound judgment with minimal oversight.
• Familiarity with CMMS platforms (e.g., Fiix) or other work order management systems is a plus.

Education and Experience:

• Bachelor’s degree in Business Administration, Project Management, Operations, or a related field, or an additional 2+ years of industry-related experience in lieu of degree.
• At least 2 years of experience in an operations, coordination, or client-facing role.
• 1+ year of experience in project management or a project coordination capacity preferred — formal certification (PMP, CAPM) is a plus but not required.
• 1+ year of experience in a client-interfacing or account management role preferred.
• Experience in the energy, utilities, or solar industry is a plus but not required.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.
• Must be able to travel to new and existing sites for onboarding activities as required.
• Must be able to work a flexible schedule as needed to accommodate site activation timelines or client needs.

Schedule

Monday – Friday, standard business hours with flexibility required during active site onboarding events or client-driven timelines.