Contracts and Commission Specialist

Description

Position Summary

The Contracts and Commission Specialist is responsible for managing the full lifecycle of contract processing, commission calculations, and sales performance reporting. This role ensures accuracy, compliance, and timely execution of all contracts, addendums, dues bills, and commission-related documents. The specialist maintains several operational systems and trackers, supports cross-department communication, and provides essential reporting for sales, leadership, and finance teams.

Key Responsibilities

Contract & Document Management

• Manage all DocuSign processes for the company, including sending, receiving, and countersigning all contracts, addendums, due bills, and related documents.
• Maintain accuracy and organization of all contracts within internal systems.
• Add, correct, and maintain contract details within Sunbase.
• Add or update lender information associated with contracts.
• Maintain and update contract records for PISA (Project Information System Application).
• Create Mock BOMs (Bill of Materials) for panels and inverters for initial contracts.
• Start BOM for installation preparation (cash price, subcontractor, rebates, panel count, etc.) and forward related tasks to appropriate team members (Zach, PC team).
• Pull and organize required documentation for end-of-month reconciliation.

Project Review & Quality Control

• Monitor and review the PSS thread to confirm all project details are accurate.
• Verify contract entries, project data, and compliance details before processing.
• Add, correct, and maintain PISA records throughout the project lifecycle.

Commission Management

• Review all sold and installed files for accuracy prior to commission processing.
• Create and edit all entries in the Master Commission Book.
• Create and maintain individual EC (Energy Consultant) commission books.
• Manage commission draws and balance tracking (excluding sales+).
• Send and receive commission sheets and maintain the organized repository of signed commission sheets and pay plans.
• Respond to and investigate commission-related inquiries from staff and leadership.

Data Management, Reporting & Analytics

Google Sheets – Creation, Maintenance, Organization

• Maintain and update multiple Google Sheets trackers, including:
• Master Commission Book
• Individual EC Commission Books
• Metrics Book
• CIT (Month-to-Month Sold Book)
• Bridge Book
• Daily Sold & Installed Reports

Metrics Book

• Create the new Metrics Book for the upcoming year (e.g., 2026).
• Maintain year-over-year metrics and ensure proper linking and continuity.

CIT – Month-to-Month Sold Book

Create and manage the CIT workbook, including reporting on:

• Monthly sold volume (EC + KW)
• Setter & appointment type for bonus calculations
• Referral bonus count and details

The Bridge

• Create and maintain the Daily Sold and Installed workbook.
• Send daily KPI reports to Leadership.

PISA Reporting

• Maintain PISA details and ensure data consistency across systems.
• Pull reports for end-of-month reconciliation and verify accuracy.

Requirements

Preferred Qualifications

• Background in commission processing, payroll, operations, or sales administration.
• Experience in solar or construction industry operations.
• Knowledge of BOM creation, subcontractor workflows, or rebate/loan program requirements.
• Advanced proficiency in Microsoft Excel, including PivotTables, VLOOKUP, data validation, conditional formatting, and complex formulas.
• Experience creating and maintaining Excel dashboards, reports, and commission-tracking spreadsheets.
• Strong analytical skills with the ability to reconcile large datasets and identify discrepancies.
• Excellent attention to detail and accuracy when reviewing contracts, commission calculations, and financial records.
• Knowledge of commission structures, incentive plans, and payment processing.
• Experience reviewing, organizing, and maintaining contract documentation while ensuring compliance with company policies.
• Ability to analyze data trends and prepare accurate reports for management.
• Proficiency in Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams.
• Ability to maintain confidentiality when handling employee compensation and contract information.
• Strong problem-solving and critical-thinking skills.
• Excellent written and verbal communication skills.
• Ability to collaborate effectively with Sales, Finance, Payroll, and Human Resources teams.
• Ability to work independently while managing multiple projects in a fast-paced environment.

Physical Requirements

• Prolonged periods of computer and desk work.
• Ability to manage digital files and documentation systems efficiently.

Work Environment

• Standard office environment or remote as designated by the company.
• Collaboration with sales, operations, installation, and finance teams.