Office Manager
Prairie Sun Solar
Regina, SK (In-Office)
Full-Time | Monday–Friday
$65,000–$75,000 per year
About Prairie Sun Solar
Prairie Sun Solar is a Saskatchewan-based solar installation company serving residential, commercial, agricultural, and First Nations clients across the province.
We've installed hundreds of solar systems across Saskatchewan and are continuing to grow into commercial projects, farm installations, and a national DIY e-commerce platform.
We're looking for an organized, proactive Office Manager who can become the operational hub of our business and help support our next stage of growth.
Why This Role Matters
This position is central to the success of Prairie Sun Solar.
You'll own the day-to-day operational functions of the business, including billing, collections, customer communications, lead management, scheduling coordination, and administrative support. Your work will allow leadership to stay focused on sales, growth, and project execution.
This role offers real responsibility, autonomy, and long-term growth opportunities.
Key ResponsibilitiesBilling & Collections (Highest Priority)
- Invoice every completed job accurately and on time
- Ensure no jobs move through the process without invoicing
- Manage accounts receivable and collections
- Follow up professionally and consistently on outstanding balances
- Manage accounts payable
- Process supplier invoices and reconcile statements
- Coordinate vendor and supplier payments
- Submit material orders and assist with procurement activities
- Work directly with leadership on larger purchasing requirements
Customer Service & Lead Management
- Serve as the first point of contact for customers and prospects
- Provide a warm, professional experience from deposit through project completion
- Triage inbound leads and route inquiries quickly to the appropriate sales representative
- Maintain accurate CRM records
- Track lead status and pipeline activity
- Follow up on inquiries and leads requiring additional communication
- Identify and escalate leads that may be going stale
Scheduling & Logistics
- Coordinate closely with the scheduling team
- Keep customers informed of installation timelines and updates
- Manage invoicing associated with scheduled projects
- Arrange accommodations for out-of-town crews, including hotels and Airbnbs
- Ensure travel logistics are organized in advance
Rebate & Program Administration
- Track rebate applications and submission status across active projects
- Follow up on required documentation
- Ensure program deadlines are met
- Stay current on provincial and federal incentive programs including:
- Investment Tax Credit (ITC)
- HELP Program
- Other applicable solar and energy-efficiency initiatives
- Assist with outreach related to new rebate programs and partnership opportunities
Systems & Office Administration
- Develop and document Standard Operating Procedures (SOPs)
- Improve administrative workflows and internal processes
- Manage permits, contracts, filing, payroll support, and company documentation
- Maintain office organization, supplies, and communications
- Support continuous improvement across operational systems
QualificationsRequired
- Experience managing Accounts Receivable and Accounts Payable
- Strong billing, invoicing, and collections experience
- Experience using CRM systems on a daily basis
- Experience with QuickBooks or similar accounting software
- Strong written and verbal communication skills
- Professional and confident phone presence
- Highly organized and detail-oriented
- Able to work independently with minimal supervision
- Comfortable using AI tools such as ChatGPT, Claude, or similar platforms
- Must be based in Regina and available to work in-office full-time
Preferred
- Previous Office Manager experience
- Experience in construction, trades, solar, or field-service industries
- Experience creating or documenting SOPs
- Familiarity with Saskatchewan payroll, WCB, or business regulations
- Valid Class 5 Driver's License
Compensation & Benefits
Salary: $65,000–$75,000 per year (based on experience)
Schedule:
- Monday to Friday
- 8:00 AM – 4:30 PM
- 30-minute lunch break
- Flexible start and end times
Benefits:
- Group health benefits after successful completion of the 6-month probation period
Location:
- 856 Dewdney Avenue
- Regina, Saskatchewan
- In-office position (not remote)
Who Will Succeed in This Role?
The ideal candidate combines strong customer service skills with exceptional attention to detail.
You're someone who:
- Takes ownership without being asked
- Keeps billing and collections organized and up to date
- Makes customers feel valued and informed
- Identifies problems before they become larger issues
- Enjoys creating structure and improving processes
- Thrives in a growing company environment
We're a family-oriented team that values flexibility, accountability, and continuous improvement. As Prairie Sun Solar expands into commercial, agricultural, and national e-commerce markets, this role will grow alongside the business.
Apply Today
Please submit:
- Your resume
- A brief note outlining your background
- Details on the software platforms you've used
- Any experience in a similar role
We thank all applicants for their interest. Only those selected for an interview will be contacted.
Pay: $65,000.00-$75,000.00 per year
Work Location: In person
