Administrative Specialist Sustainability Programs

Administrative Specialist Sustainability Programs Energy Infrastructure Partners LLC (EIP) is seeking an Administrative Specialist to support energy efficiency and community engagement programs, focusing on manufactured homes in Oregon. The role reports to the Program Manager and supports local outreach, program administration, and incentive processing. Base pay range: $65,000$80,000 per year. Location: Portland, OR (hybrid). Oregon residency preferred. Anticipated start: January?2026. EIP does not sponsor visa candidates. Key Responsibilities Office Management: Maintain smooth day?to?day office operations including supplies, equipment, vendor coordination, and facility needs. Calendar, Meeting & Event Coordination: Coordinate schedules, organize meetings, manage logistics for internal and external stakeholders, prepare meeting materials, take accurate minutes, track follow?up action items, plan and coordinate events including logistics, content preparation, and attendee support. Data & Incentive Processing Management: Maintain accurate records of program?related data, process financial incentive submissions using CRM and project management tools ensuring timely and error?free fulfillment, perform data entry and quality control, generate data files for reporting and analysis. Document Management: Organize, update, and maintain accessible digital and physical documents, records, and files. Project & Program Support: Provide administrative support to ongoing projects, help refine processes, develop SOPs, track project milestones, prepare project?related documents, support clients, homeowners, retailers, and contractors by providing clear professional program information and resolving incentive?processing concerns. Correspondence & Communication: Manage CRM communications and email inquiries, ensuring timely, clear, and professional responses. Research & Reporting: Conduct research, compile summaries, and prepare client reports. Collaboration & Problem?Solving: Work closely with teammates, supervisors, and clients to address issues, evaluate options, and maintain efficient program operations; complete assigned special projects with accuracy and adherence to established processes. Daily Responsibilities Office & Operations Support: Monitor office supply levels, maintain equipment functionality, address operational needs, coordinate with vendors, and support general office upkeep. Scheduling & Meeting Support: Manage calendars for staff and clients, schedule and confirm meetings, prepare agendas and materials, document minutes, and distribute follow?up action items. Event Coordination: Organize logistics for training, workshops, and program events, prepare event materials, coordinate attendee communications, and support event execution. Data Entry, QC & Incentive Processing: Perform daily data entry and routine quality control checks, process incentive applications in CRM and project management systems, maintain up?to?date databases, prepare data files for internal and client reporting, and assist with monthly or recurring reporting cycles. Document & File Maintenance: Update and maintain organized digital systems, archive and manage documents according to organizational procedures. Project Administrative Support: Support project scheduling, maintain project trackers, assist with preparing and editing project documentation, update SOPs and process documents as workflows evolve, track project milestones, and ensure records remain current. Correspondence & Customer Interaction: Respond to incoming CRM messages and emails, route inquiries appropriately, and provide timely support while communicating with clients, participants, contractors, homeowners, and retailers regarding documentation or incentive?related needs. Research & Information Gathering: Conduct research for assigned topics and prepare summaries to support program initiatives or decision?making. Reporting Duties: Compile information and prepare recurring client reports, support internal teams with data extraction and formatting needs. Team Collaboration & Problem Resolution: Work with teammates to resolve administrative or process issues, assist with special projects while applying attention to detail and following documented procedures, and maintain comprehensive records to support smooth operation of all active programs. Required Qualifications Bachelors degree in marketing, communications, environmental studies, or related field. 24 years of relevant administrative or program support experience. Excellent written and verbal communication skills with the ability to convey complex concepts clearly and concisely. Proficiency with Microsoft Suite; strong Excel skills (pivot tables, data analytics, formulas) strongly preferred. Experience with databases and tracking systems. Strong attention to detail and well?established organizational and task?management skills. Knowledge of current energy?efficiency industry trends. 12 years of project?management experience a plus. Ability to maintain comprehensive project tracking and facilitate communication with customers and contractors. Ability to work independently while managing multiple priorities and collaborating effectively with team members. Passion for sustainable practices, environmental justice, and community engagement. Preferred Qualifications Utility or energy?efficiency industry knowledge, including familiarity with the utility industry, commercial and industrial customers, energy?management programs, and trade?ally dynamics. Knowledge of or experience in the manufactured homes market. Familiarity with local communities, organizations, government agencies, and trade?ally networks. Experience organizing and executing events, workshops, or educational programs. Experience engaging trade allies or service providers such as mechanical, electrical, and plumbing contractors. Proficiency leveraging social media platforms for outreach and engagement. Benefits Diverse and inclusive work environment encouraging collaboration and professional growth. Exposure to cutting?edge projects and technologies in the energy sector. $65,000$80,000 annual salary commensurate with experience and qualifications. Performance bonus dependent on company and personal performance. Paid vacation and sick time. Comprehensive health, life, dental, vision, and disability insurance options. Employee assistance program for well?being support. 401(k) retirement savings plan with employer matching. Equal Opportunity Employer Energy Infrastructure Partners is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. #J-18808-Ljbffr