Administrative Coordinator

Actalent; United States; Hybrid; USD 65,000 - 68,000; Full time

Job summary

Actalent is hiring an Administration Coordinator in New York City with a hybrid schedule (3 in-office, 2 remote). The role supports energy efficiency projects, handling project intake, contractor onboarding, and accounting-related tasks.

The ideal candidate has extensive administration experience, strong Excel and data-management skills, and excellent communication. The position is full-time with a 3 days in-office schedule and a pay range of $65,000–$68,000 annually, plus benefits depending on

Qualifications

• 23 years of experience in administration or accounting.
• Strong organizational skills with ability to manage multiple tasks and deadlines.
• Proficiency in Excel, spreadsheets, and project/data management systems.
• Excellent written and verbal communication skills; customer oriented.
• Detail oriented, responsive, and adaptable in a fast-paced environment.

Responsibilities

• Manage intake of new projects and verify eligibility.
• Track projects using data management software and Excel trackers.
• Onboard contractors including tax forms, insurance, and licenses.
• Support accounting by reviewing documents and vouchers.
• Generate program reports and assist with data analysis.
• Communicate with clients, contractors, and participants.
• Participate in meetings and trainings to gain program knowledge.

Skills

Excel proficiency

Organizational skills

Communication skills

Multitasking

Education

Bachelor's degree (business/finance/engineering/project mgmt)

Tools

Excel

Spreadsheet software

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.

Individual compensation offered for this position within this range will depend on many factors, including qualifications, skills, relevant experience, job knowledge, geographic location, internal equity, and other pertinent job-related factors.

Eligibility requirements apply to some benefits and may depend on your jobclassification and length of employment. Benefits are subject to change and may besubject to specific elections, plan, or program terms. If eligible, the benefitsavailable for this temporary role may include the following:

• Medical, dental & visionCritical Illness, Accident, and Hospital401(k) Retirement Plan Pre-tax and Roth post-tax contributions availableLife Insurance (Voluntary Life & AD&D for the employee and dependents)Short and long-term disabilityHealth Spending Account (HSA)Transportation benefitsEmployee Assistance ProgramTime Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a hybrid position in NEW YORK,NY.

Application Deadline

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

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 withoutregard to race, sex, age, color, religion, national origin, veteran status, disability,sexual orientation, gender identity, genetic information or any characteristic protectedby law.

If you would like to request a reasonable accommodation, such as the modification oradjustment 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 thecity and county of San Francisco, we will consider for employment qualified applicantswith arrest and conviction records.

Massachusetts Lie Detector

It is unlawful in Massachusetts to require or administer a lie detector test as acondition of employment or continued employment. An employer who violates this lawshall 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 applicationsand qualifications, but final decisions are made by our hiring team. By applying, youacknowledge and agree that your application may be reviewed using AI tools.