Business Operations Coordinator - CEI

Description

Key Responsibilities

• Assist with implementation and tracking of department expense processing across multiple statewide energy efficiency programs and fiscal years.
• Process accounts payable, invoices, subcontractor reimbursements, and purchase order requests in collaboration with the Finance and Purchasing departments.
• Maintain accurate expense documentation, coding, reconciliations, and supporting records for audit purposes.
• Monitor and resolve invoice, payment, and reimbursement discrepancies.

• Track, code, and reconcile reimbursement and coordination fee invoices to ensure timely payment by funders.
• Match received payments to associated expense bills and supporting documentation.
• Assist with preparation of billing, reimbursement, and financial reporting data.

• Work closely with Legal to draft, execute, and maintain vendor contracts and supporting documentation.
• Coordinate all aspects of vendor onboarding, including compliance verification, insurance tracking, background checks, and required documentation.
• Monitor vendor contracts for compliance, insurance expirations, and renewals.
• Collect and verify licenses, certifications, and compliance documentation for subcontractors performing utility-funded low-income energy efficiency services.

• Maintain accurate electronic and paper records, databases, and operational reports.
• Support billing, reporting, and project management systems to ensure data accuracy and integrity.
• Assist with implementation and improvement of operational workflows and systems, including Monday.com.

• Serve as a liaison between the Business Operations Manager, Finance, Legal, delivery partners, subcontractors, funders, and program staff.
• Coordinate communications related to financial documentation, vendor compliance, reimbursements, and operational processes.
• Participate in meetings, maintain notes, track action items, and provide administrative support as needed.

• Perform other duties as assigned to support the Business Operations Manager and the overall effectiveness of the Climate Equity & Impact department.

Skills, Knowledge and Expertise

• A Minimum of a high school diploma or GED and 1-3 years of experience in business operations, accounts payable, billing, vendor management, financial documentation, contract administration, or nonprofit program operations required. 
• Experience with public- or utility-funded programs, grant program management, energy efficiency programs, or subcontractor compliance strongly preferred.
• Experience working with vendor onboarding, contract compliance, reimbursement processing, or accounting support functions preferred.
• Demonstrated proficiency in Google Suite, Excel, Monday.com and other financial or data management systems.
• Strong written and verbal communication skills with the ability to interact effectively with diverse stakeholders.
• Strong organizational skills with exceptional attention to detail and accuracy in financial documentation and recordkeeping.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to maintain confidential and sensitive information with professionalism and discretion.
• Knowledge of accounts payable, reimbursement processing, contract administration, and vendor compliance practices preferred.
• Ability to analyze and resolve discrepancies in financial and operational documentation.
• Flexibility, initiative, and ability to work both independently and collaboratively in a team-oriented environment.

Why Work Here

• Make a Difference: Every day, your work directly impacts the lives of thousands in the Greater Boston community, empowering them and making positive, lasting change.
• Inclusive Environment: ABCD values the diversity of its workforce, with an inclusive culture that respects individuality and promotes collaboration.
• Continuous Learning: We offer numerous training and development opportunities, ensuring our staff remain at the forefront of community action methodologies and strategies.
• Comprehensive Benefits: At ABCD, we take care of our own, providing a competitive benefits package, including health coverage and retirement plans.
• A Legacy of Impact: Join an organization that boasts a legacy spanning over half a century, consistently championing the rights and needs of our community's most vulnerable.
• Teamwork & Camaraderie: Be a part of a passionate team, united in their mission to combat poverty, and ensure every individual can reach their fullest potential.