Administrative Assistant to the Director of Operations – Sustainable Works

 Responsibilities:

  • Perform general administrative duties to include but not limited to: photocopying, faxing, mailing, filing, scanning, posting electronic files, data compiling, verifying and submitting
  • Create and modify documents, files and records using a variety of software including Google Apps, Microsoft Office, Salesforce, SharePoint, Energy Savvy, Energy Performance Score, DocuSign and others
  • Create change-order documents to account for discrepancies between original and final project scopes.
  • Assist in developing and maintaining program records and provide regular updated reports
  • Assist operations team by maintaining client files (in both hardcopy and digital formats) and running regular sweeps of client project stages
  • Administer workforce reporting data
  • Support operations team through regular preparation of audit folders, client closeout documents, and similar; create additional change-order documents to account for discrepancies between original and final project scopes.
  • Verify and track client loan approvals
  • Maintain key data points including carbon and energy savings
  • Prepare, verify, and submit utility rebate forms
  • Update and maintain cheat-sheets of current incentives and rebates; act as point-person for all incentive and rebate questions
  • Submit timely documents for pre-approval
  • Administer digital signatures
  • Research pricing and assist with purchases of office supplies, furniture, uniforms, and equipment within budget
  • Setup and coordinate weekly/monthly meetings and conferences
  • Make travel, lodging, and meal arrangements for meetings and events
  • Answer telephones, transfer calls, and take messages
  • Maintain the coffee/ tea station
  • Get, sort and deliver mail; sign for and distribute UPS/Fed Ex/Airborne packages.
  • Maintain multiple databases with accurate customer and vendor information
  • Support management in assigned project based work including but not limited to:
    • Healthy Home Kit Program
    • Radon Referral Process
    • Asbestos testing protocols
  • Other duties as assigned.

Requirements  

  • Knowledge of Microsoft Office and telephone protocol. Duties require professional verbal and written communication skills and the ability to type 55 wpm.
  • High school diploma and 4 years experience or 4 year degree.
  • Excellent organizational skills and the capability to multitask effectively
  • A good attitude and willingness to jump in and help with all projects
  • Reliable transportation and valid driver’s license

For more information, click here.  


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