Energy Operations Coordinator at Community Action Pioneer Valley, Inc.

Greenfield, Massachusetts, United States -

Full Time

Start Date

Immediate

Expiry Date

30 Apr, 26

Salary

0.0

Posted On

30 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Leadership, Vendor Management, Customer Service, Operational Management, Communication, Attention to Detail, Tech Proficiency, Problem Solving, Time Management

Industry

Non-profit Organization Management

Description

Description DEPARTMENT: Energy Programs POSITION Energy Operations Coordinator LOCATION: Greenfield STATUS: Non-Exempt SUPERVISOR: Energy Programs Business Manager POSITION SUMMARY The Operations Coordinator plays a vital role in the success of our service delivery by overseeing the daily operations of client engagement and vendor coordination. This position supervises both the Referral Specialists and the Scheduling team, ensuring smooth client intake, vetting, and scheduling process. The Operations Coordinator is also responsible for onboarding and managing contractor relationships, ensuring all vendors understand our service programs and adhere to required protocols. Working in multiple databases, including the Statewide Board, this role requires a high level of organization, attention to detail, and strong communication skills to support both internal staff and external partners. This is a client-centered position that demands a commitment to high-quality customer service and operational excellence. ESSENTIAL RESPONSIBILITIES Oversee clients flow from intake to service delivery, ensuring each client receives clear communication and is guided through the process with care and accuracy. Ensure compliance with program guidelines and funding requirements throughout the referral, scheduling, and service delivery processes. Engage with energy technicians in relation to their assigned clients and assist with client services. Recruit and Onboard contractors for weatherization, major repairs, heating systems, and home repair teams. Educate contractors on organizational expectations, funding requirements, and program-specific guidelines. Manage and track vendor contract dates for all teams, manage and track vendor insurance renewals & licenses for all teams. Act as the primary liaison between the organization and contractors to maintain positive relationships and service quality. Maintain databases that track client processes to ensure accurate and complete client services across multiple funding sources and activities. Manage statewide client referrals from funding sources and internal referrals from within the agency. Ensure the referrals are followed up on and that client is receiving all applicable efficiency program options. Manage both emergency and non-emergency referrals from within the program and external from the statewide referral board. Ensure clients will be tracked and followed up on to ensure timely service. Monitor, track, and manage daily operations and ensure seamless communication across teams. Continuously update the internal and external website for the Energy Department. Representing Community Action Energy Programs by participating in community partnership meetings with other energy organizations. Coordinate and manage outreach events. Identify operational challenges and collaborate with leadership to develop and implement process improvements. Provide the management team with regular reports and updates on contractor performance, client flow metrics, and operational bottlenecks. Monitor and manage statewide software and data needs. Supervise and support Referral Specialists and the Scheduling team to ensure timely, accurate client vetting and scheduling. Select, train/orient, and supervise a team of staff across multiple office locations, including hybrid remote work. Inspire and motivate others to achieve increasing levels of performance excellence. Take an active leadership role in valuing and promoting different perspectives and opinions and approaches. Supervise the program and personnel in compliance with agency policies and procedures. Evaluate job performance and recommend compensation, promotions, and disciplinary actions. Remote work available complying with the agency’s policy Comply with agency and funders’ paperwork requirements and procedures Attend regularly scheduled supervision meetings, team meetings, mandatory agency trainings, and participate in professional development activities. Maintains strict confidentiality Performs related work as required. This does not cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Other duties, responsibilities and activities may be adjusted to meet the operational needs of the agency. Requirements The Ideal Candidate Will Demonstrate the Following Competencies: Leadership & Team Oversight: Ability to supervise, motivate, and guide staff effectively. Vendor/Contractor Management: Skilled in onboarding and maintaining productive relationships with external contractors. Customer Service Orientation: Demonstrates a strong client-centered approach in all interactions. Operational Ability to manage workflows, identify inefficiencies, and improve processes for better service delivery. Clear & Effective Communication: Communicates professionally with internal and external stakeholders, both in writing and verbally. Attention to Detail: Maintains accurate records and ensures compliance with detailed program requirements. Tech & Database Proficiency: Comfortable working with multiple data systems and able to quickly learn new platforms. Problem Solving: Proactively identifies issues and collaborates with others to implement effective solutions. Time Management & Prioritization: Juggles multiple tasks efficiently in a fast-paced environment. Key Knowledge and Experience:? Experience working with marginalized communities and individuals with low incomes. Experience with data management, data capture, tracking methods and analysis for outcome measurements. Knowledge and experience in effective client communications. Proficient computer skills (Microsoft Suite and databases). To Qualify? Minimum Qualifications/Transferable Skills:? Four years’ office systems and customer service experience. Two years of supervisory experience. We encourage individuals who believe they have the skills necessary to thrive to apply for this role.? We will consider any combination of relevant work experience, volunteering, education, and transferable skills as qualifying. Please be clear and specific in application materials how your background, lived experience, and transferable skills are relevant to this position.? PHYSICAL DEMANDS AND WORKING CONDITIONS: The physical demands and work environment described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. It requires sitting for long periods of time, standing, talking and listening. Working in an indoor office environment in which the noise level is often quiet. Some bending and stretching required. Occasionally required to stand, use hands to finger, handle, or feel and reach with hands and arms. Working under stress and use of telephone is required. Manual dexterity is required for frequent use of calculators and computer keyboards. Requires occasional lifting of up to 20 pounds. Specific vision abilities required by this job include vision, color vision and the ability to adjust focus. Occasionally required to drive, walk and climb stairs. Occasionally lift and/or move up to 20 - 30 pounds. Employment is contingent upon successful completion of Criminal Offender Record check (C.O.R.I.) for hire and every three years. Successful completion of a background record check for NGRID contract through Accurate Background.? Evidence of a good driving record and ability to be covered under Community Action’s non-owned and hired vehicle policy.

Responsibilities

The Operations Coordinator oversees daily operations of client engagement and vendor coordination, ensuring smooth client intake and scheduling processes. They also manage contractor relationships and ensure compliance with program guidelines.