O&M Coordinator

Role Definition

O&M Coordinator – Supports overall backend operations, documentation, and coordination for multiple solar O&M sites.

Responsibility Deliverable

Tasks & Activities

• O&M Proposal and Contract Renewal : Draft and format new O&M proposals and renewal documents.
  - Track contract expiry dates and initiate renewals in advance. - Coordinate with business, legal, and finance teams for approvals . - Maintain signed agreements in both hard and soft copies.

• Documentation Management (Hard & Soft Copies ) : - Create and maintain filing systems for all O&M documents.
  - Scan, label, and upload documents to Asset Connect or shared drives. - Conduct monthly document audits to ensure completeness and accuracy. - Retrieve documents as and when required for audits or client reference

• Coordination with Legal Department : Share draft agreements with Legal for review.
  - Track agreement review and approval status. - Follow up for notarization or stamping where required . - Keep record of executed agreements and circulate final copies to relevant teams.

• Client Query Resolution Support : - Collect client queries from emails or meetings.
  - Coordinate with performance analysis and O&M site teams for input data.

• Payment Follow-up & Internal Coordination : - Prepare payment status tracker for all clients.
  - Send reminders and follow-up emails for outstanding payments. - Coordinate with Finance/Accounts for receipt confirmation.

• HOTO Documentation Follow- up : Track HOTO status for new and ongoing projects.
  - Coordinate with Project team for pending document collection. - Verify completeness of documents before O&M handover.

• Client Meeting Coordination : Arrange monthly, quarterly, and yearly meetings with clients and ensure reporting readiness.

- Prepare MOM (Minutes of Meeting) and circulate after meetings.

• Procurement, Admin & Travel Desk Coordination : Follow up for materials, logistics , and travel arrangements for O&M operations.
  

Measurement Metrics

• 100% renewal of contracts before expiry.

• All agreements uploaded to Asset Connect within 2 working days of execution.

• Payments followed up within 2 working days of due date.

• 100% MIS updates by defined timeline

• HOTO documentation completed before O&M handover.