Operations Coordinator – Energy practice

Operations Coordinator – Energy practice

Requirements

• Bachelor’s degree in related discipline
• 2-5 years of relevant work experience in a support or billing role; experience in professional services preferred (consulting, law, financial services)
• Strong client invoicing experience, ideally with exposure to time-based and fixed price billing, in a high volume environment
• Experience with financial management/invoicing software
• Intermediate to advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook); proficient with technology and learning new software programs
• Proven contract management capability; editing, facilitating and maintaining client and/or vendor retention letters
• Prior experience with client communications and outreach
• Exceptional attention to detail with a quantitative orientation and focus on quality in work product
• Displays good judgment and problem-solving skills in a fast-paced environment; able to maintain confidentiality of sensitive information
• Energetic self-starter with strong interpersonal skills including a cooperative and professional attitude
• Well organized, flexible and capable of managing multiple priorities simultaneously
• Outstanding written and oral communication skills
• A high level of initiative, a strong work ethic and dedication to quality.

Responsibilities

• Maintain and update Energy practice pipeline and backlog of projects, ensuring visibility into upcoming work and resource needs.
• Track project timelines, deliverables, and key milestones to ensure that deadlines are met.
• Work closely with consultants and leadership to prioritize workstreams and identify potential bottlenecks.
• Oversee conflict checks, client retention letters, project code requests.
• Process vendor invoices, team expense reports, check requests and timesheets in a timely manner
• Support major business development efforts, tracking client opportunities and coordinating follow-ups.
• Assist in proposal development, including assembling materials, coordinating input from team members, and ensuring timely submissions.
• Help maintain CRM systems and track key client interactions to inform strategic engagement efforts.
• Conduct research and analysis to support market positioning and client outreach efforts.
• Develop and provide regular reports on financial performance for the practice, including revenue tracking, project profitability, and overall business health.
• Track and analyze individual performance metrics, including utilization rates and contribution to business development.
• Work with leadership to identify financial trends and opportunities to improve profitability and operational efficiency.
• Assist in budgeting and forecasting efforts to support strategic decision-making.
• Follow up and provide regular reporting on outstanding project unbilled, receivables and write-offs under direction of Vice Presidents and project managers.
• Organize team meetings, including scheduling, setting agendas, technology set-up, meeting room reservation, and food ordering.
• Track internal initiatives and ensure tasks are assigned and completed.
• Assist with internal knowledge management, ensuring that key documents, templates, and reports are organized and accessible.
• Identify opportunities to improve internal workflows, developing tools and templates to streamline operations.
• Support the development of standardized processes for project tracking, client reporting, and internal communication.
• Assist with the implementation of technology and tools that enhance team efficiency.
• Provide general administrative support: maintain calendars and routine correspondence, coordinate detailed travel arrangements, maintain files, and provide administrative backup for other support roles.
• Ensure adherence to corporate and practice marketing and social media protocols.
• Act as an internal and external liaison with corporate departments (Human Capital, Information Technology, Financial Administration, Communications, etc.) and other practices.
• Other administrative duties, as assigned.

Preferred Qualifications

• Bachelor’s degree in related discipline;
• 2-5 years of relevant work experience in a support or billing role; experience in professional services preferred (consulting, law, financial services);
• Strong client invoicing experience, ideally with exposure to time-based and fixed price billing, in a high volume environment;
• Experience with financial management/invoicing software;
• Intermediate to advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook); proficient with technology and learning new software programs;
• Proven contract management capability; editing, facilitating and maintaining client and/or vendor retention letters;
• Prior experience with client communications and outreach;
• Exceptional attention to detail with a quantitative orientation and focus on quality in work product;
• Displays good judgment and problem-solving skills in a fast-paced environment; able to maintain confidentiality of sensitive information;
• Energetic self-starter with strong interpersonal skills including a cooperative and professional attitude;
• Well organized, flexible and capable of managing multiple priorities simultaneously;
• Outstanding written and oral communication skills;
• A high level of initiative, a strong work ethic and dedication to quality.