Rebate Specialist

The Rebate Specialist owns our rebate and incentive programs end to end. This person finds available programs, learns every requirement in detail, and makes sure each job we sell and install actually qualifies — reviewing estimates before work begins and verifying completed jobs before submission.

This is an ownership role, not a data-entry role. The Rebate Specialist is the company's subject matter expert on rebate requirements and is accountable for the outcome of each claim: approved, paid, and on time. Because a single missed detail can cost the company or the customer thousands of dollars, exceptional attention to detail is the core requirement of the job.

Key Responsibilities

Program Research and Development

• Monitor utility, state, federal, and manufacturer programs for new, expanded, or changed rebates and incentives.
• Evaluate new programs for fit with our product mix, service area, and customer base; recommend which ones to pursue.
• Track program calendars closely: enrollment windows, funding caps, budget exhaustion, tier changes, and expiration dates.
• Build and maintain working relationships with program administrators, utility representatives, and manufacturer reps.

Program Ownership and Expertise

• Serve as the designated owner and internal authority for assigned rebate programs.
• Read and fully master each program's terms: customer eligibility, equipment specifications, documentation standards, pre-approval steps, submission deadlines, and inspection requirements.
• Maintain clear, current internal requirement summaries and checklists for every active program.
• Prepare and submit complete rebate applications; respond to administrator questions.
• Track each claim through to payment and resolve denials, holds, and appeals.

Pre-Sale and Pre-Installation Review

• Review sales estimates and proposals before the project starts to confirm the customer qualifies (service address, utility account, home or building type, existing equipment or program-specific criteria).
• Verify the proposed system meets program specifications — efficiency ratings, matched equipment and model combinations, sizing, certifications, and any required accessories or controls.
• Flag issues and communicate required changes to the sales team while the estimate can still be corrected.
• Confirm required pre-installation steps are completed, such as pre-approval, reservation of funds, pre-inspection, or test-in measurements.

Training and Internal Support

• Train sales representatives, technicians, installers, and administrative staff on rebate requirements and what they need to capture in the field.
• Create and maintain practical job aids: checklists, one-page requirement guides, photo requirement sheets, and qualifying equipment lists.
• Deliver timely updates whenever a program changes, and confirm the affected teams understand the change.
• Act as the day-to-day resource for rebate questions from any department.

Required Qualifications

• Exceptional attention to detail — a demonstrated track record of accurate work with complex documentation and strict requirements.
• Advanced English proficiency, written and spoken — able to read and correctly interpret dense technical and contractual program documents, and to write clear guidance for internal teams and correspondence with program administrators.
• Strong sense of ownership — takes full responsibility for assigned programs and outcomes, follows through without being managed step by step, and raises problems early.
• Ability to read and understand technical specifications, equipment data sheets, and invoices.
• Strong organizational skills and the ability to manage many concurrent deadlines.
• Comfortable holding others accountable: able to tell a salesperson or technician that something must be corrected, and to explain why, professionally and constructively.
• Proficiency with spreadsheets, online portals, and CRM or job management software.