Operations Coordinator

Role Overview

• 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.

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.

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