Business Operations Manager, Finance and Compliance

Action for Boston Community Development•Boston, MA

2d•Onsite

About The Position

The Business Operations Coordinator will provide direct operational, financial, and administrative support to the Business Operations Manager across statewide energy efficiency and public- and utility-funded programs. The Coordinator is responsible for supporting expense processing, revenue tracking, vendor onboarding and compliance, contract administration, reporting, and program documentation management to ensure accurate, timely, and compliant business operations. This role works collaboratively with Finance, Legal, program staff, vendors, subcontractors, and utility funders to support the effective administration of program expenses, reimbursements, contracts, and operational systems. The Coordinator assists in maintaining accurate records, monitoring vendor compliance requirements, supporting accounts payable and reimbursement activities, and ensuring the efficient flow of information throughout the department.

Requirements

A Minimum of a high school diploma or GED
1-3 years of experience in business operations, accounts payable, billing, vendor management, financial documentation, contract administration, or nonprofit program operations required.
Demonstrated proficiency in Google Suite, Excel, Monday.com and other financial or data management systems.
Strong written and verbal communication skills with the ability to interact effectively with diverse stakeholders.
Strong organizational skills with exceptional attention to detail and accuracy in financial documentation and recordkeeping.
Ability to manage multiple priorities and deadlines in a fast-paced environment.
Ability to maintain confidential and sensitive information with professionalism and discretion.
Ability to analyze and resolve discrepancies in financial and operational documentation.
Flexibility, initiative, and ability to work both independently and collaboratively in a team-oriented environment.

Nice To Haves

Experience with public- or utility-funded programs, grant program management, energy efficiency programs, or subcontractor compliance strongly preferred.
Experience working with vendor onboarding, contract compliance, reimbursement processing, or accounting support functions preferred.
Knowledge of accounts payable, reimbursement processing, contract administration, and vendor compliance practices preferred.

Responsibilities

Assist with the implementation and tracking of department expense processing across multiple statewide energy efficiency programs and fiscal years.
Process accounts payable, invoices, subcontractor reimbursements, and purchase order requests in collaboration with the Finance and Purchasing departments.
Maintain accurate expense documentation, coding, reconciliations, and supporting records for audit purposes.
Monitor and resolve invoice, payment, and reimbursement discrepancies.
Track, code, and reconcile reimbursement and coordination fee invoices to ensure timely payment by funders.
Match received payments to associated expense bills and supporting documentation.
Assist with the preparation of billing, reimbursement, and financial reporting data.
Work closely with Legal to draft, execute, and maintain vendor contracts and supporting documentation.
Coordinate all aspects of vendor onboarding, including compliance verification, insurance tracking, background checks, and required documentation.
Monitor vendor contracts for compliance, insurance expirations, and renewals.
Collect and verify licenses, certifications, and compliance documentation for subcontractors performing utility-funded low-income energy efficiency services.
Maintain accurate electronic and paper records, databases, and operational reports.
Support billing, reporting, and project management systems to ensure data accuracy and integrity.
Assist with the implementation and improvement of operational workflows and systems, including Monday.com.
Serve as a liaison between the Business Operations Manager, Finance, Legal, delivery partners, subcontractors, funders, and program staff.
Coordinate communications related to financial documentation, vendor compliance, reimbursements, and operational processes.
Participate in meetings, maintain notes, track action items, and provide administrative support as needed.
Perform other duties as assigned to support the Business Operations Manager and the overall effectiveness of the Climate Equity & Impact department.