Administrative Assistant L2

About the role

We are seeking a highly organized and proactive Program Coordinator / Administrative Assistant (contingent position) to support a Dealer Sustainability Program and Facilities team. This role advances sustainability initiatives, improves data tracking, and assists with critical agreement management processes.

Responsibilities

• Drive dealer engagement and participation in the sustainability program through targeted outreach using email and phone communications.
• Manage, validate, and track dealer-submitted data, including utility bills, scorecards, and compliance documentation to ensure accuracy and completeness.
• Own program inbox management by responding to dealer and stakeholder inquiries, providing timely information, and escalating technical issues as needed.
• Execute outreach campaigns to promote program participation and monitor engagement metrics and participation rates.
• Prepare dealers for annual sustainability recognition by identifying data gaps, coordinating follow-up, and resolving discrepancies.
• Maintain, analyze, and report on key program data, including energy usage, water consumption, and emissions metrics.
• Develop reports, dashboards, and performance tracking tools to support business decisions and program management.
• Monitor and report on key KPIs, including LOI lifecycle tracking and reduction of expired agreements.
• Ensure data integrity and accuracy across CRM systems, internal databases, and data management platforms.
• Support vendor management activities and utility data acquisition processes to ensure reliable data collection.
• Monitor vendor performance against service level agreements (SLAs) and data quality standards, and flag issues for resolution.
• Identify and implement process improvements, workflow efficiencies, and program enhancements to strengthen operations.
• Perform administrative support tasks such as organizing documentation, managing Outlook calendars and email, and maintaining program files.
• Provide customer service support to internal and external stakeholders by addressing questions, clarifying requirements, and ensuring a positive experience.
• Use Excel and other reporting tools to create, update, and maintain spreadsheets, reports, and tracking documents.

Requirements

• Minimum of 3–5 years of relevant professional experience in administrative support, program coordination, or a similar role is preferred.
• Bachelor’s degree or an equivalent combination of education and relevant experience required.
• Completion of a vocational training program may be substituted for up to 1 year of experience.
• Strong reading, communication, math, and problem-solving skills to perform administrative support and program coordination work.
• Strong attention to detail with a focus on accuracy, data integrity, and quality control.
• Proven ability to manage multiple projects, competing priorities, and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, including stakeholder engagement and outreach.
• Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and Outlook, including data tracking and reporting.
• Ability to work independently with minimal supervision and collaboratively within cross-functional teams.
• Experience with administrative support tasks, including email management, scheduling, and documentation.
• Experience using Excel for data analysis, reporting, and performance tracking.
• Experience with data management systems such as CRM, DDMS, or similar platforms.
• Demonstrated ability to identify and implement process improvements and workflow efficiencies.
• Comfort working with utility data, scorecards, and compliance documentation.