Operations Coordinator

Energy Trust of Oregon•Portland, OR

2h•Hybrid

About The Position

The Operations Team is a key part of the broader Energy Programs division, providing essential support for the scoping, implementation, and delivery of programs. Efficient and effective daily operations depend upon the team’s technical, administrative, and analytical responsibilities. The team manages project and payment processing across multiple programs while driving best practices and consistency for cross-program processes and operations. Our Operations Coordinator serves as a central communication and organization hub for program operations, collaborating with internal and external staff to implement business processes that improve the efficiency and effectiveness of program operations. Duties include facilitating customer service, coordination of incentive delivery processes, forms development, records management, review and approval of project payments, review and approval of product requests, and maintenance of the program implementation manual and other essential documentation. The Operations Coordinator will also provide operational support in the scoping, development and delivery of new initiatives, training for trade allies and program support staff. While a member of the Operations Team, the Operations Coordinator will be supporting various programs across the organization with a primary focus on the Residential Program or Industry & Agriculture Program. This individual reports to the Operations Supervisor.

Requirements

Bachelor’s degree or equivalent professional experience.
2 years’ experience in business/program administration, project coordination, or customer service.
Proficient in data entry and general computer use, including MS Office software, Customer Relationship Management (CRM) systems and other database applications, working knowledge of SharePoint preferred.
Excellent written and verbal communication skills.
Excellent coordination and organization skills, with high level of attention to detail.
Ability to effectively prioritize and juggle multiple concurrent projects.
Highly self-motivated and accustomed to working in a fast-paced team-based environment.
Ability to work remotely and provide adequate internet access.
Excellent attention to detail
Must be able to interact with a diverse workforce and be comfortable working in culturally diverse settings and groups.

Responsibilities

Oversee and conduct the weekly payment review and approvals, incentive check disbursement and correction processes for timely and accurate incentive payments while ensuring compliance with finance audit and controls processes.
In collaboration with colleagues, process and review applications for program registration, pre-certification, and certification, and implement internal processes to confirm project managers’ good standing within the program and the enrollment status of program subscribers.
Oversee audits of payments, project records, program files, AD accounts and other compliance processes with Finance and Legal departments, supporting efforts to improve records and resolve identified problems.
Review project data and participant information in Energy Trust systems and other business applications. Leveraging reporting and analytics tools to improve data quality.
Coordinate with and support the oversight of the program customer call center, including tracking and responding to customer and stakeholder questions, resolving escalated complaints, and collaborating with the OPUC consumer protection division, when needed.
Work with and review critical and confidential project documentation for accuracy and data quality. Ensuring all required documentation is properly stored digitally in Energy Trust systems and accessible for audit review.
Work with internal and external staff, program allies, and other external organizations on the delivery of programs, communication and outreach efforts, and cross functional projects.
Request and provide data to assist with program delivery and the confirmation of project eligibility.
Cross-train in program operations responsibilities to provide back-up and support to other team members, including various program management, delivery and customer service processes and functions
As a power user of systems, inform and coordinate with Operations Analysts, Program and IT staff on program software needs and enhancement requests through the Business Systems Prioritization Process.
Provide general business process support to Program Managers, other internal staff and PMC/PDC staff by providing information, direction and feedback in the delivery of programs.
Manage coordination aspects of the implementation of programs, including meeting coordination, organization, and procedural oversight.
Provide procedural oversight and tracking for key team initiatives, payment process improvement projects and special tasks.
Document, train and provide guidance to internal and external staff on organizational standards, program procedures and the use of Energy Trust systems.
Coordinate, organize and maintain SharePoint sites for programs. Ensuring all program files are organized and easily accessible with appropriate permissions.
Review and approve user requests and support the active user audit.
Develop, review, and refine program forms, manuals, training materials and other legal and compliance documents.

Benefits

Health/dental/vision insurance
Employer sponsored and paid life/disability
401(k) with a company contribution of 6% of your salary after 90 days of employment
TriMet pass
Access to health and dependent FSA/HSA accounts
Generous paid vacation, holidays and sick days
Paid volunteer hours
Employee assistance program
Career advancement opportunities
Great colleagues and culture
Flexibility to work from home and/or an office space at the Portland, OR location
Work from home laptop provided