Division Coordinator

NORTHWEST ENERGY EFFICIENCY ALLIANCE INC • Portland, OR

1d • Hybrid

About The Position

The Division Coordinator serves as a central point of coordination and support within the Division, ensuring smooth operations and alignment across teams. This role works closely with the division leader and team members to enhance operational efficiency, streamline processes, and foster effective communication. Acting as a resource for planning, organization, and problem-solving, the Division Coordinator helps maintain consistency in workflows, supports key deliverables and processes, and conducts day-to-day activities that contribute to the Division’s overall goals. This position is based in the Portland, OR metro area, with a hybrid work location. We are looking for candidates who can meet the requirement of working at least 2 days per week onsite at NEEA’s office location. Finalists must have eligibility to work in the US as NEEA is not able to provide VISA sponsorship or have remote work outside of the US.

Requirements

• Bachelor’s Degree.
• 3+ years demonstrated experience in a similar role.
• Must be proficient in Microsoft Word, Outlook, PowerPoint, Excel, and SharePoint.
• Ability to develop and manage project plans and schedules.
• History of proactively communicating changes and progress - to ensure completion of projects on time and within budget.
• Strong attention to detail, accuracy, and thoroughness.
• Proven skillset to monitor own work to ensure quality.
• Understands how to prioritize and plan work activities while remaining flexible, adaptable and enthusiastic about supporting the team.
• Conducts oneself as a well-organized self-starter with the ability to multi-task and be proactive in a complex environment.
• Ability to speak and write clearly and persuasively in positive or negative situations.
• Listens and gets clarification. Responds well to questions and feedback.
• Presents information and data effectively.
• Demonstrated customer service skills and orientation.
• Ability to successfully collaborate across multifunctional teams.
• Developing interpersonal and judgment skills required to influence internal and external teams to implement plans and meet deadlines.
• An equivalent combination of education, experience and training that would provide the knowledge, skills and abilities required for the successful performance of the essential job duties will also be considered.

Responsibilities

• Coordinate and support key deliverables to ensure that goals or objectives are accomplished within the timelines defined by team leads and/or managers.
• Manage the corporate credit card(s) for the Division and conduct monthly credit card reconciliation.
• Support Division meetings as requested such as scheduling, soliciting input on topics, developing the agenda and presentation materials, helping facilitate the meeting, and supporting follow-up items.
• Support Recruiting as needed by performing initial resume screening, phone screenings, and scheduling/coordination of interview panels.
• Assist contracting team through managing Contract owner communications and completion of administrative tasks (Docusign, financial system approvals, etc.).
• Support project management through tracking deliverables, scheduling meetings, and coordination of efforts.
• Leverage NEEA tools and systems to support the objectives of the Division, including but not limited to NEEAforce (Salesforce), HubSpot, Asana, Workday, and SharePoint.
• Support the contracting process by tracking progress, identifying and removing bottlenecks, posting request-for-proposals and request-for-qualifications, and providing other administrative support as needed.
• Support Division communications, processes, projects and reporting needs as requested.
• Provide general administrative support for Division staff, including but not limited to calendar management, meeting support, office supply inventory, document posting, conference coordination, and travel coordination.
• May provide secondary support for facilities and events as needed.
• Exercise discretion in managing correspondence and information, escalating issues where appropriate.

Benefits

• 90% of medical/dental premiums paid by NEEA, including for dependents
• Employer funded Health Savings Account
• 136 hours of PTO/year
• Automatic 6% retirement contribution with an additional 2% matching
• Flexible work environment, including hybrid work location and 9/80 schedule options
• Professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees