Client Management Coordinator

About the role

Position Overview The Client Management Coordinator is a position in the Administration Department that is responsible for supporting client managers by handling information requests and coordinating information from multiple departments to create and deliver monthly reports and bill clients in an accurate and timely manner as defined by the client contract and MDS standard operating procedures.

Responsibilities

• Develop strong working relationships with Field Supervisors, Regulatory Compliance, and other departments to deliver the best quality service to our client districts, builders and the consultant community.
• Ensure effective data management through use of various excel spreadsheets, databases, and documents to provide necessary data for the assigned monthly Operations Reports to ensure reports, bulletins, and alerts are completed and delivered in a timely and accurate manner.
• Manage the Larry’s Toolbox Program for participating Districts. Quarterly rebate submissions, monthly service orders, monthly chart updates in operations reports, communication, and perform submissions with the NFBWA as needed, complete annual application process, and facilitating the order and delivery of efficient appliances and rain barrels.
• Update monthly smart meter reports for the Manager’s meetings.
• Create service orders for Client Managers and any other billable time.
• Act as an expeditor to research and resolve district issues and provide support for Client Managers in documenting and presenting information to districts as needed.
• Assist in document control both electronically and hard copy to ensure all filing is current and easy to access as needed.
• Write letters, memos, reports, agreements, exhibits and general business correspondence as needed. Prepare presentation materials, including charts, graphs, and slides.
• Prepare and execute client gifting and entertainment.
• Work in business systems such as AVR and Adjutant to ensure Client Managers can create and close service orders to bill time for CMs and special projects. Pull reports from these systems to provide information, as needed.
• Prepare and distribute various reports to outside consultants that provide support to the operations reports.
• Coordinate outside communications for districts as needed: e-Blasts, text alerts, mobile applications, social media content, etc.
• Provide backup support to complete Form1295’s and rate change forms.
• Assemble service orders for review, verification, and approval by Client Manager.
• Submit all invoices and coordinate payments with the Bookkeeper. Use good communication skills to resolve any discrepancies.
• Process department correspondence daily.
• Re-verify, prep, reconcile and ensure all invoices and service orders are in accordance with District contract.
• Auditor requests for detailed billing reports.
• Special reports for Bookkeepers.

Requirements

Education And Experience Requirements High School or GED required. College course work in business administration or accounting would be helpful. Three years or more experience as administrative assistant with relevant accounting and/ or billing experience is preferred. Attention to detail and time management to deliver high quality work while meeting strict deadlines. Excellent oral, written and interpersonal skills required to write letters, memos, reports, agreements, exhibits and general business correspondence as needed. Prepare presentation materials, including charts, graphs and slides. Able to multi-task and prioritize work tasks. Able to work without supervision, but know when to consult with supervisory personnel for assistance in determining appropriate actions.

Skills

Other Skills/Abilities Ability to learn and effectively navigate and provide reports using the software used in the various departments. Ability to plan, coordinate, and administer CM projects. Must be proficient in the Microsoft Office programs: Word, Excel, and Outlook.