Administration Coordinator

Willdan•New York, NY

9h•$0 - $70,980•Onsite

About The Position

Willdan is seeking an Administration Coordinator to facilitate energy efficiency projects in New York City area. This role will support an established utility program by handling administrative coordination essential to daily operations, such as verifying account eligibility, supporting accounting functions, and completing project and participant intake tasks.

Requirements

2-3 years of office management, administration, and/or accounting experience, ideally in the energy efficiency, multifamily housing, or construction industries.
Strong organizational skills with the ability to manage and closely monitor multiple ongoing tasks and workflows.
Positive, customer-oriented attitude and excellent written and verbal communication skills to coordinate effectively with clients, program participants, and staff.
Able to quickly and comfortably use software and reporting tools, including project/data management systems, spreadsheets, and Excel-based reports.
Able to internalize program and project requirements to inform decision-making in a fluid environment.
Responsive, nimble, and highly detail-oriented in handling all assigned tasks.

Nice To Haves

Associate’s or Bachelor’s degree and/or relevant certifications in business administration, finance, project management or similar field preferred.
Knowledge of and interest in energy efficiency technologies/programs and the multifamily weatherization and electrification industry preferred.

Responsibilities

Manage intake of new projects into the program, including gathering and reviewing required project documentation from applicants.
Review utility account numbers, prior project data, and other materials to provide timely verification of account eligibility and assignments.
Organize and shepherd projects through the intake stage using Willdan’s proprietary data management software, Excel-based trackers, and project management tools.
Communicate professionally with the utility client and program participants on account eligibility and project intake processes.
Onboard contractors to the program and ensure all required information is provided including tax forms, certificate of insurance, trade licenses and payment information.
Track deadlines for licenses and MWBE certification and request updated documents from participating contractors.
Assist with tasks as needed related to project processing, such as assigning projects for inspections based on eligibility criteria and inspector capacity.
Support accounting tasks, including reviewing payee documentation for accuracy and generating incentive payment vouchers within designated timeframes.
Generate and review program reports. Assist with data analysis and system clean-up.
Provide support for additional tasks as needed to ensure program success.
Participate in team meetings and trainings to build program knowledge and learn program systems and workflows.