Division Coordinator

Northwest Energy Efficiency Alliance (NEEA) is seeking a Division Coordinator to serve as a central point of coordination and support within the Business Administration Division. This role focuses on enhancing operational efficiency, streamlining processes, and fostering effective communication to meet the division's overall goals.

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

Skills

• Eligibility to work in the US as NEEA is not able to provide VISA sponsorship
• Ability to work at least 2 days per week onsite at NEEA's office location in the Portland, OR metro area
• Experience in coordinating and supporting key deliverables to ensure that goals or objectives are accomplished within defined timelines
• Experience managing corporate credit card(s) and conducting monthly credit card reconciliation
• Experience supporting meetings, including scheduling, developing agendas, and facilitating meetings
• Experience in recruiting processes, including initial resume screening and scheduling interviews
• Experience assisting with contract management and administrative tasks
• Experience in project management, including tracking deliverables and scheduling meetings
• Familiarity with NEEA tools and systems such as NEEAforce (Salesforce), HubSpot, Asana, Workday, and SharePoint
• Experience in providing general administrative support, including calendar management and travel coordination
• Ability to exercise discretion in managing correspondence and information

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