Administrative Specialist Sustainability Programs

Administrative Specialist - Oregon Manufactured Homes Replacement Program Energy Infrastructure Partners LLC www.energyinfrapartners.com EIP Office: Portland (hybrid). Oregon Residency Preferred. Anticipated start date: January 2026 Please note: EIP does not sponsor Visa candidates. ABOUT EIP Energy Infrastructure Partners LLC (EIP) is a minority-owned business specializing in energy efficiency, decarbonization, and demand-side management programs. With offices in New York, Illinois, California, Oregon, and Washington, EIP provides national reach while delivering local impact. Our work fosters sustainable energy solutions, supports economic development, and emphasizes benefits for disadvantaged communities. As a leader in clean energy programs, we are proud of our role in advancing environmental and economic goals through innovative and impactful projects. Position Description Energy Infrastructure Partners (EIP) is actively seeking a passionate Administrative Specialist to amplify our mission and cultivate partnerships within local communities. In this role, you will play a pivotal part in advancing our energy efficiency programs by fostering relationships with community organizations, government agencies, stakeholders, and utility commercial and industrial customers. The Administrative Specialist will be instrumental in expanding our reach and fostering collaborations that resonate with our client’s values and goals. Objectives Reporting to the Program Manager, the Administrative Specialist will have a key role in maintaining efficient administrative processes that contribute to EIP's mission and supports Manufactured Homes programs.

Key objectives include:

• Office Management: Maintain smooth day-to-day office operations including supplies, equipment, vendor coordination, and facility needs.

Calendar, Meeting & Event Coordination: Coordinate schedules, organize meetings, manage logistics for internal and external stakeholders, prepare meeting materials, take accurate minutes, track follow-up action items, plan and coordinate events including logistics, content preparation, and attendee support. Data & Incentive Processing Management: Maintain accurate records of program-related data, process financial incentive submissions using CRM and project management tools ensuring timely and error-free fulfillment, perform data entry and quality control to uphold accuracy, generate data files for reporting and analysis.

• Document Management: Organize, update, and maintain accessible digital and physical documents, records, and files.

Project & Program Support: Provide administrative support to ongoing projects, help refine processes, develop SOPs, track project milestones, prepare project-related documents, support clients, homeowners, retailers, and contractors by providing clear professional program information and resolving incentive-processing concerns.

• Correspondence & Communication: Manage CRM communications and email inquiries, ensuring timely, clear, and professional responses.
• Research & Reporting: Conduct research, compile summaries, and prepare client reports.

Collaboration & Problem-Solving: Work closely with teammates, supervisors, and clients to address issues, evaluate options, and maintain efficient program operations, complete assigned special projects with accuracy and adherence to established processes.

Daily Responsibilities:

• Office & Operations Support: Monitor office supply levels, maintain equipment functionality, address operational needs as they arise, coordinate with vendors and support general office upkeep.

Scheduling & Meeting Support: Manage calendars for staff and clients, schedule and confirm meetings, prepare agendas, materials, and logistics for meetings, document minutes, and distribute follow-up action items.

• Event Coordination: Organize logistics for training, workshops, and program events, prepare event materials, coordinate attendee communications, support event execution.

Data Entry, QC & Incentive Processing: Perform daily data entry and routine quality control checks to ensure accuracy of program records, process incentive applications and supporting documentation in CRM and project management systems, maintain up-to-date databases, prepare data files for internal and client reporting, assist with monthly or recurring reporting cycles by compiling necessary data.

• Document & File Maintenance: Update and maintain organized digital systems, archive and manage documents according to organizational procedures.

Project Administrative Support: Support project scheduling, maintain project trackers, assist with preparing and editing project documentation, update SOPs and process documents as workflows evolve, track project milestones and ensure records remain current. Correspondence & Customer Interaction: Respond to incoming CRM messages and emails, routing inquiries appropriately and providing timely support, communicating with clients, participants, contractors, homeowners, and retailers regarding documentation or incentive-related needs.

• Research & Information Gathering: Conduct research for assigned topics, prepare summaries to support program initiatives or decision-making.
• Reporting Duties: Compile information and prepare recurring client reports, support internal teams with data extraction and formatting needs.

Team Collaboration & Problem Resolution: Work with teammates to resolve administrative or process issues, assist with special projects applying attention to detail and following documented procedures, maintain comprehensive records, and support the smooth operation of all active programs Required Qualifications Education: Bachelor’s degree in a relevant field such as marketing, communications, or environmental studies. 2–4 years of relevant administrative or program support exprience Communication Skills: Excellent written and verbal communication skills, with the ability to convey complex concepts clearly and concisely. Proficiency with Microsoft Suite; strong Excel skills (pivot tables, data analytics, formulas) strongly preferred. Experience with databases and tracking systems. Strong attention to detail with well-established organizational and task management skills. Knowledge of current energy efficiency industry trends. 1–2 years of project management experience a plus. Ability to maintain comprehensive project tracking and facilitate communication with customers and contractors. Ability to work independently while managing multiple priorities and collaborating effectively with team members. Passion: A genuine passion for sustainable practices, environmental justice, and community engagement. Preferred Qualifications Utility or Energy Efficiency Industry Knowledge: Familiarity with the utility industry, commercial and industrial customers, energy management programs, and trade ally dynamics. Manufactured Homes: Knowledge of or experience in the manufactured homes market. Local Network: Familiarity with local communities, organizations, government agencies, and trade ally networks is a plus. Event Planning: Experience organizing and executing events, workshops, or educational programs. Trade Ally Engagement: Experience identifying, recruiting, and collaborating with trade allies or service providers, such as mechanical, electrical, and plumbing contractors. Social Media: Proficiency leveraging social media platforms for outreach and engagement. WE OFFER A dynamic and inclusive work environment that encourages collaboration and professional growth. Exposure to cutting-edge projects and technologies in the energy sector. $65,000-$80,000 annual salary commensurate with experience and qualifications Performance bonus dependent on company and personal performance. Paid vacation and sick time. Comprehensive health, life, dental, vision, and disability insurance options. Employee assistance program for well-being support. 401k retirement savings plan with employer matching. Join us! Become an integral part of Energy Infrastructure Partners (EIP) as an Administrative Specialist, leveraging your passion for community engagement, networking, marketing, and sustainable to drive positive change. With a focus on resource efficiency, renewable energy, and environmental justice, you will contribute significantly to expanding our reach and fostering meaningful partnerships. Together, let's craft a sustainable future that benefits everyone. Energy Infrastructure Partners is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. Explore more opportunities on our website or add your resume to our Talent Pool. https://www.energyinfrapartners.com/careers