Administration Coordinator

Willdan Group, Inc.; New York (NY); On-site; USD 48,000 - 68,000; Full time

Job summary

Willdan Group, Inc. in New York City is seeking an Administration Coordinator to support energy efficiency projects and daily operations.

You will handle intake of projects, verify eligibility, coordinate with clients, and assist accounting tasks to ensure timely processing. The role requires 2–3 years of office administration or accounting experience, strong organizational and communication skills, and proficiency with spreadsheets and project management tools.

Qualifications

• 2-3 years of office management, administration, and/or accounting experience.
• Strong organizational skills with multitasking and workflow oversight.
• Positive, customer-oriented attitude with excellent written and verbal communication.

Responsibilities

• Manage intake of new projects into the program, including gathering and reviewing required project documentation from applicants.
• Review utility account numbers, prior project data, and other materials to verify eligibility and assignments.
• Organize projects through intake using Willdan's data management software and Excel-based trackers.
• Communicate professionally with the utility client and program participants on eligibility and intake processes.
• Onboard contractors with required information including tax forms, insurance, licenses, and payment details.
• Track licenses and MWBE certifications and request updated documents from contractors.

Skills

Office administration

Organizational skills

Communication

Education

Associate's degree

Bachelor's degree

Tools

Excel

Project management software

Job description

Willdan is seeking an Administration Coordinator to facilitate energy efficiency projects in New York City area. This role will support an established utility program by handling administrative coordination essential to daily operations, such as verifying account eligibility, supporting accounting functions, and completing project and participant intake tasks.

Essential Duties and Responsibilities

• Manage intake of new projects into the program, including gathering and reviewing required project documentation from applicants.
• Review utility account numbers, prior project data, and other materials to provide timely verification of account eligibility and assignments.
• Organize and shepherd projects through the intake stage using Willdan's proprietary data management software, Excel-based trackers, and project management tools.
• Communicate professionally with the utility client and program participants on account eligibility and project intake processes.
• Onboard contractors to the program and ensure all required information is provided including tax forms, certificate of insurance, trade licenses and payment information.
• Track deadlines for licenses and MWBE certification and request updated documents from participating contractors.
• Assist with tasks as needed related to project processing, such as assigning projects for inspections based on eligibility criteria and inspector capacity.
• Support accounting tasks, including reviewing payee documentation for accuracy and generating incentive payment vouchers within designated timeframes.
• Generate and review program reports. Assist with data analysis and system clean-up.
• Provide support for additional tasks as needed to ensure program success.
• Participate in team meetings and trainings to build program knowledge and learn program systems and workflows.

Job Requirements / Qualifications

• 2-3 years of office management, administration, and/or accounting experience, ideally in the energy efficiency, multifamily housing, or construction industries.
• Strong organizational skills with the ability to manage and closely monitor multiple ongoing tasks and workflows.
• Positive, customer-oriented attitude and excellent written and verbal communication skills to coordinate effectively with clients, program participants, and staff.
• Able to quickly and comfortably use software and reporting tools, including project/data management systems, spreadsheets, and Excel-based reports.
• Able to internalize program and project requirements to inform decision-making in a fluid environment.
• Responsive, nimble, and highly detail-oriented in handling all assigned tasks.
• Associate's or Bachelor's degree and/or relevant certifications in business administration, finance, project management or similar field preferred.
• Knowledge of and interest in energy efficiency technologies/programs and the multifamily weatherization and electrification industry preferred.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement

Willdan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

Willdan Lighting & Electric participates in E-Verify.