Operations Coordinator Jobs in West Springfield, MA

About Evergreen Energy Partners

Evergreen Energy Partners is a virtual full-service energy efficiency firm.  We employ experts experienced in advancing energy efficiency initiatives for a wide array of clients. Our team members are in strategic locations across the United States.
We are a supportive team that rewards individual initiative and performance. We have a progressive culture that embraces work-life balance while working in a virtual office environment from your home. This winning combination has resulted in repeated selection among the top companies on Oregon Business Magazine's list of 100 Best Companies to Work for in Oregon.

Position Description: Operations Coordinator

As an Operations Coordinator, you will provide comprehensive administrative and operational support to Evergreen leadership while helping ensure the efficient day-to-day operation of multiple utility-sponsored energy efficiency programs and internal initiatives.

This role serves as a trusted partner to senior leadership by managing schedules, coordinating meetings, organizing travel, preparing reports and presentations, tracking action items, maintaining documentation, and supporting special projects across multiple clients and internal teams. The Administrative Assistant plays a key role in keeping priorities organized, ensuring deadlines are met, and allowing leadership to remain focused on strategic initiatives and client relationships.

We're looking for a highly organized, proactive professional who enjoys solving problems, anticipating needs before they arise, and bringing order to fast-paced environments. Success in this role requires exceptional communication skills, sound judgment, attention to detail, and the ability to manage multiple priorities while maintaining confidentiality and professionalism.

Successful Candidates:

• Demonstrate exceptional organization and attention to detail while successfully managing multiple competing priorities.
• Anticipate needs, identify potential issues before they arise, and proactively develop solutions.
• Take ownership of assigned work and consistently follow through on commitments with minimal supervision.
• Communicate professionally and confidently with executives, clients, contractors, and internal staff.
• Thrive in a fast-paced, collaborative environment where priorities frequently shift.
• Exercise sound judgment and discretion when handling confidential information and sensitive communications.
• Be resourceful, adaptable, and eager to continuously improve processes and increase organizational efficiency.
• Build positive working relationships across the organization while maintaining a high level of professionalism and customer service.

Key Responsibilities: 

• Provide administrative support to senior leadership, including calendar management, scheduling meetings, coordinating travel, and managing competing priorities.
• Coordinate internal and external meetings, prepare agendas, document meeting notes, track action items, and ensure timely follow-up on commitments.
• Prepare professional correspondence, reports, presentations, spreadsheets, and other business documents.
• Organize and maintain electronic filing systems, project documentation, and administrative records.
• Assist with planning and coordination of client meetings, conferences, workshops, training, and company events.
• Track project deadlines, deliverables, and administrative tasks to ensure timely completion.
• Coordinate onboarding activities, training logistics, and administrative support for new employees as assigned.
• Assist with expense reporting, invoice processing, purchasing, and other operational and administrative activities.
• Support proposal development, document formatting, quality reviews, and other business development activities as needed.
• Serve as a liaison between leadership, internal staff, clients, subcontractors, and external partners while maintaining professional communication.
• Identify opportunities to improve administrative processes and implement organizational efficiencies.
• Perform additional administrative duties and special projects as assigned.

Position Qualifications: 

This position requires exceptional organizational skills, professionalism, and a commitment to providing outstanding administrative support. The ideal candidate is highly dependable, resourceful, and capable of anticipating needs while maintaining accuracy and confidentiality in a fast-paced environment.

Additional qualifications include:

• Exceptional organizational, time management, and multitasking skills.
• Strong written, verbal, and interpersonal communication skills.
• Ability to prioritize work, manage changing priorities, and meet deadlines with minimal supervision.
• Demonstrated problem-solving abilities and sound decision-making skills.
• High level of discretion when handling confidential information.
• Advanced proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams.
• Experience using project management, CRM, and collaboration platforms (such as Microsoft Planner, Monday.com, Salesforce, or similar software) is preferred.
• Ability to work independently while collaborating effectively across multiple teams.
• Previous experience supporting senior leaders or executives is strongly preferred.
• Previous experience working successfully in a remote or hybrid work environment is preferred.

Preferred Skills / Experience

• Three (3) or more years of progressively responsible administrative, executive assistant, operations coordinator, project coordinator, or office management experience.
• Experience supporting senior leaders, directors, or executives in a fast-paced professional environment.
• Experience coordinating complex calendars, travel arrangements, meetings, and project schedules.
• Advanced experience creating reports, presentations, spreadsheets, and professional business correspondence.
• Experience with Microsoft 365, SharePoint, Teams, CRM systems, and project management software.
• Experience in energy efficiency, consulting, engineering, utility, construction, or professional services industry is preferred but not required.

Physical Requirements:

These physical requirements are representative of those needed for this position. Reasonable accommodations will be provided to help individuals with disabilities perform the essential functions.

• Sitting for extended periods at a computer; data entry and proficient typing.
• Talking on the telephone or video conference calls for extended periods.
• Speak/hear; provide clear, accurate communication and hear the telephone.

Other Requirements:

• Drug test – must pass a pre-employment drug screen.
• Pre-employment background check.
• A solid internet connection, a dedicated and fully equipped home office for public or client-facing virtual on-screen meetings and a reliable phone.
• Evergreen will provide a computer (programs for the position included in the computer setup), two monitors, a monitor stand, speakers, a webcam, a docking station, a wireless keyboard and mouse and a surge suppressor.
• We are a fully remote telecommuting organization. This position offers a significant amount of flexibility in line with meeting responsibilities. Some evening and early morning meetings and events may occasionally be necessary.
• Required location: Connecticut, Massachusetts or Vermont

Benefits:

In addition to your competitive salary, medical/dental/vision plan, disability and life insurance, and 401(k), we’ll provide:

• Generous paid time off (PTO) so you can recharge and enjoy life, plus $500 provided annually when you take a week-long vacation.
• 401(k) company contributions to help build your nest egg.
• Discretionary bonuses based on performance because your work deserves to be rewarded.
• Professional development funds to learn new skills and grow.
• 100% virtual company.
• Paid volunteer day to make an impact in our communities.
• Fun team outings and events to bond with your colleagues.

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