Operations Coordinator

Position: Operations Coordinator

Reports to: Operations Manager

Compensation*: Competitive starting salary paid hourly: $62,500 ($30.05/hr) - $76,300 ($36.68/hr) commensurate with skills and experience, Full Pay Range:$62,500 ($30.05/hr) - $90,000 ($43.27/hr)

Employment Classification: Full Time (40 hrs), Non-Exempt

Office Location: Portland Metro Area, Oregon, USA

Posted: Thursday, March 20, 2025

Application Deadline: Priority consideration will be given to applications received by April 4th

About Energy Trust of Oregon

Energy Trust of Oregon is an independent nonprofit organization dedicated to energy efficiency and renewable energy development. We serve Oregon customers of Portland General Electric, Pacific Power, NW Natural, Cascade Natural Gas and Avista, and SW Washington customers of NW Natural. Year over year Energy Trust is recognized as one of the 100 Best Nonprofits to Work For in Oregon.

Our Vision

Clean, affordable energy for everyone.

Our Commitment to Diversity

We recognize the lack of diversity in our industry, and we actively seek to address it with our hiring and retention practices as well as our values. We believe every person and their lived experience is integral to building a vibrant culture and delivering effective services to all customers we serve. We are committed to the principles of diversity, equity and inclusion, and we encourage candidates with diverse backgrounds and experience to apply.

Our Location

Energy Trust provides for a range of work location options, including remote, hybrid and in-office work. This position will represent Energy Trust in public settings and potentially at community events. We are open to candidates who live throughout Oregon and Washington. The Operations Coordinator would be expected to report to the office on a quarterly basis at minimum for All-Staff meetings.

What We’re Looking For:

The Operations Team is a key part of the broader Energy Programs division, providing essential support for the scoping, implementation, and delivery of programs. The team manages project and payment processing across multiple programs while driving best practices and consistency for cross-program processes and operations.

Reporting to the Operations Manager, our Operations Coordinator serves as a central communication and organization hub for program operations, collaborating with internal and external staff to implement business processes that improve the efficiency and effectiveness of program operations. Duties include facilitating customer service, coordination of incentive delivery processes, forms development, records management, review and approval of project payments, review and approval of product requests, and maintenance of the program implementation manual and other essential documentation. The Operations Coordinator will also provide operational support in the scoping, development and delivery of new initiatives, training for trade allies and program support staff. While a member of the Operations Team, the Operations Coordinator will be primarily supporting our Oregon Community Solar Program and Renewable Energy Sector. This individual reports to the Operations Manager.

We’re looking for someone who thrives in a dynamic, evolving environment. You’re comfortable balancing routine tasks while also embracing change and guiding others through new processes and requirements. You enjoy problem-solving and continuously improving existing workflows to stay aligned with evolving needs. You’re adaptable and resourceful, ready to tackle complex questions—even when the answers aren’t immediately clear—while providing thoughtful support to those around you.

What You’ll Do:

·  Oversee and conduct the weekly payment review and approvals, incentive check disbursement and correction processes for timely and accurate incentive payments while ensuring compliance with finance audit and controls processes.

·  In collaboration with colleagues, process and review applications for program registration, pre-certification, and certification, and implement internal processes to confirm project managers’ good standing within the program and the enrollment status of program subscribers.

· Oversee audits of payments, project records, program files, AD accounts and other compliance processes with Finance and Legal departments, supporting efforts to improve records and resolve identified problems.

· Review project data and participant information in Energy Trust systems and other business applications. Leveraging reporting and analytics tools to improve data quality.

·  Coordinate with and support the oversight of the program customer call center, including tracking and responding to customer and stakeholder questions, resolving escalated complaints, and collaborating with the OPUC consumer protection division, when needed.

· Work with and review critical and confidential project documentation for accuracy and data quality. Ensuring all required documentation is properly stored digitally in Energy Trust systems and accessible for audit review.

· Work with internal and external staff, program allies, and other external organizations on the delivery of programs, communication and outreach efforts, and cross functional projects.

· Request and provide data to assist with program delivery and the confirmation of project eligibility.

· Cross-train in program operations responsibilities to provide back-up and support to other team members, including various program management, delivery and customer service processes and functions

· As a power user of systems, inform and coordinate with Operations Analysts, Program and IT staff on program software needs and enhancement requests through the Business Systems Prioritization Process.

· Provide general business process support to Program Managers, other internal staff and PMC/PDC staff by providing information, direction and feedback in the delivery of programs.

· Manage coordination aspects of the implementation of programs, including meeting coordination, organization, and procedural oversight.

· Provide procedural oversight and tracking for key team initiatives, payment process improvement projects and special tasks.

· Document, train and provide guidance to internal and external staff on organizational standards, program procedures and the use of Energy Trust systems.

· Coordinate, organize and maintain SharePoint sites for programs. Ensuring all program files are organized and easily accessible with appropriate permissions.

· Review and approve user requests and support the active user audit.

· Develop, review, and refine program forms, manuals, training materials and other legal and compliance documents.

SUPERVISORY RESPONSIBILITY

·        No Supervisory Responsibilities

What You’ll Need:

·        Bachelor’s degree or equivalent professional experience.

·        2 years’ experience in business/program administration, project coordination, or customer service.

·        Proficient in data entry and general computer use, including MS Office software, Customer Relationship Management (CRM) systems and other database applications, working knowledge of SharePoint preferred.

·        Excellent written and verbal communication skills.

·        Excellent coordination and organization skills, with high level of attention to detail.

·        Ability to effectively prioritize and juggle multiple concurrent projects.

·        Highly self-motivated and accustomed to working in a fast-paced team-based environment.

·        Ability to work remotely and provide adequate internet access.

·        Excellent attention to detail

·        Must be able to interact with a diverse workforce and be comfortable working in culturally diverse settings and groups.

The above information is designed to outline the major functions and position requirements of this job. It does not identify all tasks that may be expected, nor address the performance standards that must be maintained.

Don’t meet every single requirement? Studies have shown that candidates from certain demographics are less likely to apply to jobs unless they meet every single qualification—for example, women and People of Color. At Energy Trust we are dedicated to building a diverse, inclusive and authentic workplace—if you’re excited about this role but your past experience doesn’t align perfectly with every qualification in the job description, we encourage you to apply. You may be the right candidate for this or other roles. 

Energy Trust of Oregon is committed to providing equal employment opportunity for all persons regardless of race, color, religion (including religious dress and grooming practices), sex, sexual orientation, gender, gender identity, gender expression, age, marital status, national origin, ancestry, citizenship status, pregnancy, medical condition, genetic information, mental and physical disability, political affiliation, union membership, status as a parent, military or veteran status or other non-merit based factors. We will provide reasonable accommodations throughout the application, interviewing and employment process. If you require a reasonable accommodation, contact us. Energy Trust of Oregon is an E-Verify employer. This policy is applicable to all phases of the employment relationship, including hiring, transfers, promotions, training, terminations, working conditions, compensation, benefits, and other terms and conditions of employment.

Energy Trust is committed to pay equity. Energy Trust is committed to fair employment practices and non-discrimination, including pay equity for all employees. We do not discriminate on the basis of protected class (race, sex, veteran status, disability, age, color, religion, national origin, marital status, sexual orientation) in the payment of wages or screen applicants on the basis of their current or past compensation. We determine salary by completing a review of your application materials to evaluate your related education, experience and training.

*Actual compensation packages are based on several factors that are unique to each candidate, including but not limited to skill set, depth of experience, and certifications in the pay equity assessment to determine equitable salary placement. Candidates should expect compensation offers within the starting compensation range. The full pay range is included to show the earnings potential for this position with sustained high performance.  

What You’ll Get:

·        Health/dental/vision insurance

·        Employer sponsored and paid life/disability

·        401(k) with a company contribution of 6% of your salary after 90 days of employment

·        TriMet pass

·        Access to health and dependent FSA/HSA accounts

·        Generous paid vacation, holidays and sick days

·        Paid volunteer hours

·        Employee assistance program

·        Career advancement opportunities

·        Great colleagues and culture

·        Flexibility to work from home and/or an office space at the Portland, OR location 

·        Work from home laptop provided

·        Read more about our benefits here