Overview: Association for Energy Affordability (AEA) is a nonprofit energy services and training organization which is dedicated to achieving energy efficiency in buildings to foster and maintain affordable and healthy housing and communities. Energy consulting services are completed through AEA’s participation in a variety of federal, state, and local energy efficiency initiatives. AEA is a national organization, with over 30 years of industry experience. For more information about AEA, see http://www.aea.us.org.

Position Summary: AEA is seeking an associate administrative manager for its technical services department. The candidate must have at least four (4) years of experience performing administrative responsibilities for a department, including preparation of summary reports. The associate administrative manager will report to the Sr. Director of Technical Services. The nature of this role requires that the incumbent be physically present at the office daily.

The associate administrative manager will work as part of a team in carrying out day-to-day organizational tasks and facilitating efficient communication within and between all departments at AEA.

Responsibilities: The associate administrative manager shall be responsible for:

• Maintaining database of all projects in Salesforce.
• Keeping the database and filing system up to date and organized
• Preparing draft proposals and agreements for projects using established templates for project managers.
• Preparing invoices for services rendered and tracking payments, in cooperation with the Fiscal department.
• Preparing project files for project managers by requesting completion of application forms by owners and requesting energy data from utilities.
• Keeping track of applications and requests to utility companies.
• Verifying information provided by stakeholders for completeness and follow-up if necessary.
• Scheduling site visits with building managers/owners for department staff.
• Arranging staff meetings and taking meeting notes.
• Maintaining department calendar and assuring completion of staff time sheets.
• Other ad hoc projects and duties as assigned.

These job responsibilities may be revised over time to ensure the functional responsiveness of the associate administrative manager to requirements of AEA and the programs we implement.

Minimum Qualifications:

• Associate college degree
• Four (4) years of administrative, project management or office management experience.
• Technical competency with MS Office 365 Suite, including, Teams, SharePoint, OneDrive, and Salesforce.

Additional Qualifications Desired:

• Smartsheet & Mission Control experience a plus.
• Ability to work with budgets and create spreadsheets.
• Strong leadership skills.
• Excellent written and verbal communication skills.
• Time management skills; able to meet tight deadlines and manage multiple priorities.
• Strong interpersonal skills with the ability to work with staff across multiple departments.

Must be able to legally work in the country where this position is located without visa sponsorship.

AEA requires a COVID-19 vaccination for all employees.

Therefore, all new employees are required to present proof of vaccination status upon hire unless they qualify for a medical or religious exemption.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement:

Applicants are considered for all positions without regard to race, color, creed, religion, age, national origin, immigration or citizenship status, gender, sexual orientation, gender identity, marital or partnership status, disability, military status, veteran status, or predisposing genetic characteristics. AEA does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. For more information on the physical requirements of this position and/or if you need reasonable accommodation for any part of the application and hiring process, please notify the agency at 718-292-6733 Ext-8265.

We maintain an inclusive culture where everyone feels safe to contribute and help us innovate, and we encourage people from diverse backgrounds to apply to our roles.

TO APPLY: Interested applicants must submit a cover letter and resume to be considered. In your cover letter, please share examples of AEA’s past or current work that is most exciting to you and why.

You may find all our open positions at our Careers site here: https://aea.us.org/about/#careers.

AEA offers excellent benefits, including medical/dental/vision, commuter plan, 401(k) w/matching contribution, generous PTO, educational assistance, paid parental leave, hybrid work arrangement and many development opportunities. We are also an eligible employer for student loan forgiveness.