Operations Coordinator Weatherization

OPERATIONS COORDINATOR – WEATHERIZATION – Full-time

BASIC FUNCTIONS: This position communicates with contractors, Energy Auditors, Crews, Accounting and the Scheduler to ensure that all jobs are moving on target. This position also processes new jobs, cross-checks invoices and enters relevant information into internal systems.

REPORTS TO: Vice-President of Weatherization FLSA: Non-Exempt

GENERAL DESCRIPTION:

This position communicates with contractors, Energy Auditors, Crews, Accounting and the Scheduler to ensure that all jobs are on target. The Operations Coordinator works very closely with contractors. This position processes new jobs, sends out work orders and enters invoices into WisWAP. This position communicates with the internal Scheduler when contractors have completed prerequisite work so crews can be scheduled to perform insulation work within residences. The Operations Coordinator also breaks down crew paperwork by entering materials used into internal systems and WisWAP. This position works with the Quality Assurance Officers and receives invoices from contractors after callbacks have been completed.

Job Responsibilities:

• Utilize job tracking list to enter and process new jobs
• Based on information provided by the Energy Auditor, communicate with contractors and send via email: WisWap work orders, energy audit photographs, NEAT, and diagnostic workbook
• Communicate with contractors to confirm that work orders and invoices are received
• Follow up with contractors to ensure that work is being completed in the specified timeframe
• Monitor status of jobs on a daily basis
• Confirm that the WisWAP breakdown from energy auditors is correct and all documentation is ready to send out.
• Ensure necessary documentation including approvals and signatures are in the files.
• Create crew packet for the Scheduler that includes scope of work to be completed
• Coordinate with Scheduler to inform that mechanical work has been completed so crews can be scheduled for insulation work
• Receive invoices from subcontractors and check against bid price to ensure correct pricing
• Process invoices and enter measures into WisWAP
• Communicate with QA & Compliance department regarding callbacks and enter invoices from callbacks into WisWAP
• After callback has been completed, submit paperwork to Compliance Officer to close file.
• Breakdown material cost by measure and enter information into internal system
• Enter materials cost into WisWAP
• Other duties as assigned by manager or CEO

Job Skills Requirements:

• Ability to pay close attention to detail
• Strong organization skills
• Exceptional analytical, problem solving and organizational skills
• Ability to keep multiple projects moving and on target simultaneously
• Personal and interpersonal skills
• Exceptional communication skills (written, verbal)
• Computer skills including WISWAP and Microsoft Office

Education Requirements:

• High school diploma, GED or equivalent experience required.

Desired Characteristics:

• Knowledge of Weatherization processes and workflow
• Knowledge of work performed by crews and subcontractors
• Associate’s or Bachelor’s degree is preferred
• Bilingual English-Spanish communication is an asset

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Must be able to work in fast-paced environment
• Must be able to sit for long periods of time.
• Specific vision abilities required by this job include close vision, distance vision, and ability to adjust focus.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
• The employee will have unsupervised access to children, both at the clients’ homes and at the Weatherization Department office, which is located next to the Child Care area.
• The noise level in the work environment is usually quiet.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.