Role Overview
The Head of Heating Operations is responsible for leading all operational, technical, and administrative processes across the lifecycle of heating and cooling projects. This includes project readiness, post-execution operations, billing and revenue assurance, O&M oversight, process improvement, and cross-functional coordination. The role ensures seamless collaboration between internal teams, external stakeholders, and service partners, while guaranteeing system performance, customer satisfaction, and operational excellence.
Key Responsibilities
1. Project Readiness & Pre-Execution Coordination
• Lead the end-to-end initiation process for heating and cooling projects, including documentation, data collection, agreement generation, and all operational and technical preparations (heat pumps, boilers, CHPs, cooling systems, metering, and digitalization).
• Drive coordinated inputs from engineering, sales, legal, and finance to secure full project readiness.
• Issue, track, and manage all agreements through to signature.
• Prepare and submit relevant applications (e.g., KfW, BAFA, DSO).
2. Post-Execution Handover & Operational Management
• Receive completed Systems from EPC and manage internal handover into heating operations.
• Monitor technical performance, troubleshoot issues, and ensure full operability and compliance.
3. Heating & Gas Billing, Metering, and Revenue Assurance
• Ensure all heating and gas agreements are valid and fully executed.
• Oversee timely, accurate billing for heating and gas, ensuring high customer satisfaction.
• Ensure metering data collection is completed on schedule to enable correct and reliable invoicing.
4. O&M Oversight and Customer Support
• Ensure all heating systems are covered by valid O&M agreements.
• Oversee adherence to maintenance schedules as defined in customer contracts.
• Maintain transparent data flow with O&M service providers.
• Manage and continuously update the customer-facing ticketing system, ensuring alignment with customer systems where possible.
• Ensure heating rooms are well marked and customers have access to 24/7 support.
5. Process Ownership, IT Systems & Continuous Improvement
• Develop and maintain internal SOPs, standards, and checklists for metering, commissioning, and DSO handovers.
• Optimize internal workflows to improve efficiency, response times, and tracking for metering and grid interface processes.
• Support and lead the implementation and integration of the new IT system (Odoo).
6. Team Leadership & Stakeholder Coordination
• Lead and develop the heating operations team, fostering collaboration, accountability, and continuous learning.
• Ensure clear, effective communication between internal teams and external partners.
• Manage relationships with customers, suppliers, landlords, and real estate stakeholders.
• Conduct performance reviews, delegate tasks effectively, resolve team challenges, and maintain transparent communication.
• Provide operational insights during project screening and subcontractor selection.
Additional Responsibilities
7. Project Management Support
• Support the EPC department by managing project timelines, tasks, and responsibilities.
• Monitor project progress, handover accuracy, and adherence to budget and scope.
• Produce internal and external progress reports.
8. Monitoring & Cross-Stakeholder Coordination
• Coordinate with suppliers, landlords, and customers to ensure smooth operational readiness and post-installation transition.
• Continuously monitor timelines, compliance, and quality of handover deliverables.
9. Data Management & Documentation
• Collect and manage operational data throughout pre- and post-execution phases to support system planning and reporting.
• Maintain comprehensive documentation for DSO processes, tenant onboarding, metering, and operational procedures.
10. Analysis & Forecasting
• Support performance analysis, consumption forecasting, and data validation for System production and tenant usage models.
• Apply both quantitative and qualitative tools to assess operational trends and propose improvements.
11. Use of Management Tools
• Ensure full usage and timely updates of all internal management systems and tools to track tasks, project progress, and handover activities.
• Maintain accurate dashboards and data inputs related to your area of responsibility.
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