General Description:

For more than 40 years, MaGrann Associates has been an innovative leader in energy efficiency engineering and green building consulting. We are headquartered in Mount Laurel, NJ with offices in Philadelphia, New York, Washington DC, and Connecticut, and operations throughout the Northeast region.

 

Be part of the team building the future of buildings. If you have an interest in moving the market toward high performance, sustainable new and existing construction, we want to hear from you!

 

The Operations Administrator supports all services for the Certification and Verification team.  They are responsible for intake and tracking of all field reports generated by our field staff.  They will help with all administrative functions within the team.  They will work with Project Coordinators, Scheduling Coordinators, and the billing department to ensure all team processes are running efficiently.

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Principle Duties:

1. Processing Field Reports Daily

   • Review all received reports from the field staff for accuracy and coordinate with field staff if any corrections are needed

   • Update company internal database software with results from field reports

   • Send results of field reports to external clients and any third party rebate programs

   • Save field reports in appropriate file location of company servers

   • Work with any third party client software to update results

   • Create any applicable billing activities

2. Creating weekly/monthly internal reports

   • Create report showing owed field reports by field staff

   • Create project specific status reports

   • Create other ad hoc reports as requested

3. Assist Project Coordinator with Enrollment process of projects pursuing local rebate programs

   • Complete rebate program specific application documents

   • Assemble all rebate program specific supporting documentation

   • Submit enrollment applications to applicable rebate programs including utilizing specific third-party online portals if required

   • Work with rebate programs to resolve any errors or clarification requests

   • Track project specific expiration timelines for local rebate programs

   • Update all data inputs into internal database software

4. Assist Project Coordinator with Certification/Incentive submission process of all projects

   • Complete rebate program specific incentive request forms

   • Assemble all rebate program specific supporting documentation

   • Submit incentive requests to local rebate programs, utilizing specific third party online portals if required

   • Assemble and issue all certification documents to clients (e.g. ENERGY STAR certificates)

   • Update all data inputs into internal database software

   • Track payment status on all submitted projects to local rebate programs

5. General Duties

   • Support coordination efforts with billing department

   • Provide backup for Project Coordinator and Scheduling Coordinator

   • Other duties as assigned.

 

Required Qualifications:

• Strong organization skills

• Ability to manage multiple assignments, set priorities, and adapt to changing conditions

• Must be proficient with MS Office Suite (Word, Excel, Outlook) and Adobe

• Ability to communicate effectively with staff, vendors, and clients

• Excellent written and verbal communication skills

• Ability to work independently and as a team player with excellent professional and interpersonal skills

• Working knowledge of office equipment

• Perform other related duties as assigned

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At MaGrann, we are committed to a diverse, inclusive, and equitable workplace. We believe our diversity creates value for our employees, workplaces, and the communities we serve. We strive to hire great people from diverse backgrounds, and we are stronger for it. We want our employees to thrive, feel valued and respected, and therefore encourage a culture of learning, acknowledging, and celebrating individual uniqueness. We are proud of our practices and the equal opportunity for employment and advancement we foster across the organization.

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All qualified candidates will be considered. If you have an interest in this position, please send your resume and cover letter to careers@magrann.com or apply through the form on this page.