Administrative Coordinator

Actalent; New York (NY); Hybrid; USD 65,000 - 68,000; Full time

Benefits offered by this job

Medical, dental & vision

401(k) Retirement Plan

Health Spending Account (HSA)

Life Insurance

Job summary

Actalent in New York City is seeking an Administration Coordinator to support energy efficiency projects and ensure smooth program operations from intake to contractor onboarding and accounting support.

The role requires strong organizational skills, attention to detail, and comfort working with multiple systems and stakeholders. Hybrid schedule and competitive compensation are offered.

Qualifications

• 23 years of experience in administration, office management, or accounting (energy efficiency or construction projects preferred).
• Strong organizational skills with ability to manage multiple tasks and deadlines.
• Proficiency in Excel, spreadsheets, and project/data management systems; quick learner of new tools.
• Excellent written and verbal communication skills; customer-oriented approach.
• Detail-oriented, responsive, and adaptable in a fast-paced environment.

Responsibilities

• Manage intake of new projects, including collecting documentation and verifying account eligibility.
• Track and organize projects using data management software, Excel trackers, and project tools.
• Onboard contractors by ensuring completion of tax forms, insurance certificates, trade licenses, and payment details.
• Support accounting functions by reviewing documentation and preparing incentive payment vouchers.
• Generate program reports, assist with data analysis, and maintain system accuracy.
• Communicate with clients, contractors, and program participants to ensure smooth workflows.
• Participate in team meetings and trainings to build program knowledge.

Skills

Highly organized

Attention to detail

Excellent written and verbal comms

Customer oriented

Education

Associates or Bachelor degree in business, finance, engineering, or project management

Tools

Excel

Spreadsheets

Project management systems

Job description

HIRING: Administration Coordinator

Location: New York City (Hybrid, 3 days in office / 2 remote)

Schedule: Full-time, MondayFriday

Compensation: $65,000$68,000 annually

About the Role

We are seeking an Administration Coordinator to support energy efficiency projects in the New York City area. This role is critical to ensuring smooth program operations, from project intake to contractor onboarding and accounting support. The ideal candidate is highly organized, detailoriented, and comfortable working with multiple systems and stakeholders.

Key Responsibilities

• Manage intake of new projects, including collecting documentation and verifying account eligibility.

• Track and organize projects using data management software, Excel trackers, and project tools.

• Onboard contractors by ensuring completion of tax forms, insurance certificates, trade licenses, and payment details.

• Support accounting functions by reviewing documentation and preparing incentive payment vouchers.

• Generate program reports, assist with data analysis, and maintain system accuracy.

• Communicate with clients, contractors, and program participants to ensure smooth workflows.

• Participate in team meetings and trainings to build program knowledge.

Requirements

• 23 years of experience in administration, office management, or accounting (energy efficiency or construction projects preferred)

• Strong organizational skills with ability to manage multiple tasks and deadlines.

• Proficiency in Excel, spreadsheets, and project/data management systems; quick learner of new tools.

• Excellent written and verbal communication skills; customeroriented approach.

• Detailoriented, responsive, and adaptable in a fastpaced environment.

Preferred Qualifications

• Associates or Bachelors degree in business, finance, engineering, or project management

• Knowledge of energy efficiency programs and interest in multifamily housing or electrification.

Additional Information

• Hybrid schedule (3 days in office, 2 remote).

• Tworound interview process: first virtual, second in person.

Job Type & Location

This is a Contract to Hire position based out of NEW YORK, NY.

Pay and Benefits

The pay range for this position is $30.00 - $32.00/hr.

• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan
• Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: Medical, dental & vision Critical Illness, Accident, and Hospital 401(k) Retirement Plan Pre-tax and Roth post-tax contributions available Life Insurance (Voluntary Life & AD&D for the employee and dependents) Short and long-term disability Health Spending Account (HSA) Transportation benefits Employee Assistance Program Time Off/Leave (PTO, Vacation or Sick Leave)

Job Type & Location

This is a Contract to Hire position based out of NEW YORK, NY.

Application Deadline

This position is anticipated to close on Nov 13, 2026.

Workplace Type

This is a hybrid position in NEW YORK,NY.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 20,000 consultants and 5,000 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500. We are proud to be an Engineering News-Record (ENR) Top 500 Design Firm for our engineering design services and a ClearlyRated Best of Staffing winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email [e-mail] for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.