Operations Coordinator

Basic Function:

The primary duty is the performance of work directly related to the management or general business efficiency of the Operations department.

Responsibilities include supporting Engineered Tax Services’ Chief Operating Officer, generating and refining Engineered Incentive Reports, coordination of grants prospects and clients, and supporting Engineered Advisory operations.

Position’s Intention:

The operation coordinator is a professional who manages the processes of various teams, initiatives, proposals, applications and paperwork.

This position stimulates and ensures the flow of information across clients, opportunities, and projects while creating a successful client journey.

Success Measurements:

·        Improved efficiency of the operations team as measured by turnaround time and quality.

·        Continued growth of revenue through new product introductions, cross-selling, grants, Incentive Reports, and technology partnerships

·        Client satisfaction, smooth client journey

·        Accurate billing and reporting

Essential Duties:

Operations Coordinator and Administrative

• Operational support with meetings, communication, and various projects across cost segregation, R&D, and energy departments.
  
• Scheduling, calendar maintenance, setting important reminders/deadlines and follow up needs.
  
• Sales admin duties (Zoho CRM).
  
• Keep other teams up to date and assisting on projects as needed.
  

Engineered Incentive Reports

• Generate incoming incentive report requests using Subcity, template slides, web and other resources
  
• Research incentive eligibility, requirements, next steps, value proposition, time commitment and other relevant factors
  
• Maintain the Subcity incentive database and template slides with up to date information, links, etc and adding new relevant incentives
  
• Collaborate with COO, SDs, and admins on any incentive report related needs/indirect EIR sales/ongoing projects.
  
• Deliver first drafts of all branded Incentive Reports
  

Grants

• Identify promising grant opportunities for non-profits, municipalities, and small and medium-sized companies.
  
• Follows up and gathers additional information required for the grant application.
  
• Provide administrative support for grants processing (scheduling, maintain calendars, reminders, deadlines).
  
• Sends out letters of commitment, memorandums of understanding, and collects organization information.
  
• Provides day-to-day communication with financial staff about grant requirements.
  
• Tracks all secured and outstanding letters and documentation.
  
• Handle any data entry needed for grants processing (Zoho CRM, Zoho Projects/Analytics).
  
• Balance all projects and grant proposals (project management) by coordinating with staff executing specifics of the grant.
  

Engineered Advisory Operations

• File, send for digital signature, and maintain advisory partner agreements and other related documents (advisory slides, qualification sheets, etc)
  
• Manage advisory support e-mail
  
• Maintain outbound referrals and their statuses in Zoho through regular check ins with partners
  
• Communicate with SDs, admins, finance, and other departments to maintain records, issue invoices, etc.
  

Skills/Qualifications:

·        Demonstrated administrative and project coordination knowledge and ability.

·        Act on needs with a high level of independence and judgement.

·        Proficient in preparing internal and external reports on the status of funding opportunities.

·        Ability to handle multiple projects, applications, and clients.

·        Able to context switch between lots of different aspects of the business.

·        Strong written and verbal communication skills and abilities.

·        Knowledge of grants funding and processes.

·        High end customer service skills with internal and external stakeholders.

·        Highly organized and exceedingly detail orientated.

·        Able to manage time effectively.

·        A resourceful self-starter with the ability to multitask.

·        Team player mentality.

·        Highly organized and exceedingly detail orientated.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and/or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

REQUIRED SKILLS:               Strong writing and problem-solving capability.

Demonstrated initiative and ability to work independently with minimal supervision required.

Interpersonal and soft skills that motivate trust, teamwork and transparency.

Education/                     

Certification:                  No certifications required.

Associates degree or equivalent from a two-year college or technical school; or three (3) to five (5) years related experience and/ or training; or equivalent combination of education and experience.

LANGUAGE SKILLS:             Ability to effectively present information and respond to questions from internal and external stakeholders in a compelling manner that achieves desired results.

Reasoning ability:          Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

                                             Ability to interpret a variety of instructions furnished in written, oral, or schedule form.

computer SKILLS:            To perform this job successfully, an individual should have knowledge Word, Outlook, Excel, PowerPoint and Teams.