Administrative Assistant L2

Job Description

Job Description

Job Title: Program Coordinator / Administrative Assistant
Job Description

We are seeking a highly organized and proactive Program Coordinator / Administrative Assistant (contingent position) to support a Dealer Sustainability Program and Facilities team. This role advances sustainability initiatives, improves data tracking, and assists with critical agreement management processes. You will drive dealer outreach, manage program data, support reporting, and coordinate the preparation and processing of extension agreements for existing Letters of Intent (LOIs). This position is ideal for someone who thrives in a dynamic, fast-paced environment and enjoys working with cross-functional teams.

Responsibilities

• Drive dealer engagement and participation in the sustainability program through targeted outreach using email and phone communications.
• Manage, validate, and track dealer-submitted data, including utility bills, scorecards, and compliance documentation to ensure accuracy and completeness.
• Own program inbox management by responding to dealer and stakeholder inquiries, providing timely information, and escalating technical issues as needed.
• Execute outreach campaigns to promote program participation and monitor engagement metrics and participation rates.
• Prepare dealers for annual sustainability recognition by identifying data gaps, coordinating follow-up, and resolving discrepancies.
• Maintain, analyze, and report on key program data, including energy usage, water consumption, and emissions metrics.
• Develop reports, dashboards, and performance tracking tools to support business decisions and program management.
• Monitor and report on key KPIs, including LOI lifecycle tracking and reduction of expired agreements.
• Ensure data integrity and accuracy across CRM systems, internal databases, and data management platforms.
• Support drafting, preparation, and processing of Letters of Intent (LOI) extensions and related agreement documentation.
• Track LOI milestones, compliance status, and expiration timelines, and provide timely updates to stakeholders.
• Compile and present data insights and program performance summaries for internal stakeholders and cross-functional teams.
• Maintain accurate records in data management systems such as CRM, DDMS, or similar platforms.
• Coordinate cross-functional meetings with internal teams, dealers, and external vendors, including scheduling and logistics.
• Support vendor management activities and utility data acquisition processes to ensure reliable data collection.
• Monitor vendor performance against service level agreements (SLAs) and data quality standards, and flag issues for resolution.
• Identify and implement process improvements, workflow efficiencies, and program enhancements to strengthen operations.
• Perform administrative support tasks such as organizing documentation, managing Outlook calendars and email, and maintaining program files.
• Provide customer service support to internal and external stakeholders by addressing questions, clarifying requirements, and ensuring a positive experience.
• Use Excel and other reporting tools to create, update, and maintain spreadsheets, reports, and tracking documents.

• Minimum of 3–5 years of relevant professional experience in administrative support, program coordination, or a similar role is preferred.
• Bachelor’s degree or an equivalent combination of education and relevant experience required.
• Completion of a vocational training program may be substituted for up to 1 year of experience.
• Strong reading, communication, math, and problem-solving skills to perform administrative support and program coordination work.
• Strong attention to detail with a focus on accuracy, data integrity, and quality control.
• Proven ability to manage multiple projects, competing priorities, and deadlines in a fast-paced environment.
• Excellent written and verbal communication skills, including stakeholder engagement and outreach.
• Proficiency in Microsoft Office Suite, particularly Excel, PowerPoint, and Outlook, including data tracking and reporting.
• Ability to work independently with minimal supervision and collaboratively within cross-functional teams.
• Experience with administrative support tasks, including email management, scheduling, and documentation.
• Customer service skills with the ability to respond professionally to inquiries and support stakeholders.
• Experience using Excel for data analysis, reporting, and performance tracking.

• Experience in program coordination, project support, or operations management.
• Familiarity with sustainability programs, energy efficiency, ESG, or environmental initiatives.
• Experience using CRM platforms, data tracking tools, or reporting systems.
• Experience with automotive, dealership, or facilities/construction industries.
• Strong analytical skills with experience in data analysis, reporting, and performance metrics.
• Experience with data management systems such as CRM, DDMS, or similar platforms.
• Demonstrated ability to identify and implement process improvements and workflow efficiencies.
• Comfort working with utility data, scorecards, and compliance documentation.

This position is based onsite in Torrance, working closely with a Dealer Sustainability Program and Facilities team in a dynamic, fast-paced office environment. You will regularly use Microsoft Office (Excel, PowerPoint, Outlook), CRM systems, and data management platforms such as DDMS or similar tools to manage program information and reporting. The role involves frequent collaboration with internal teams, dealers, and external vendors through meetings, calls, and email communications. You can expect a professional office setting focused on data-driven decision-making, sustainability initiatives, and cross-functional teamwork.

Job Type & Location

This is a Contract position based out of Torrance, CA.

The pay range for this position is $23.00 - $27.00/hr.

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following:
• Medical, dental & vision
• Critical Illness, Accident, and Hospital
• 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available
• Life Insurance (Voluntary Life & AD&D for the employee and dependents)
• Short and long-term disability
• Health Spending Account (HSA)
• Transportation benefits
• Employee Assistance Program
• Time Off/Leave (PTO, Vacation or Sick Leave)

This is a fully onsite position in Torrance,CA.

This position is anticipated to close on Jul 26, 2026.

Aston Carter provides world-class corporate talent solutions to thousands of clients across the globe. Specialized in accounting, finance, human resources, talent acquisition, procurement, supply chain and select administrative professions, we extend the capabilities of industry-leading companies. We draw on our deep recruiting expertise and expansive network to meet the evolving needs of our clients and talent community with agility and excellence. With offices across the U.S., Canada, Asia Pacific and Europe, Aston Carter serves many of the Fortune 500. We are proud to be a ClearlyRated Best of Staffing® Platinum Award winner for both client and talent service.

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email View email address on ziprecruiter.com for other accommodation options.

San Francisco Fair Chance Ordinance: Pursuant to the San Francisco Fair Chance Ordinance, for all positions located in the city and county of San Francisco, we will consider for employment qualified applicants with arrest and conviction records.

Massachusetts Lie Detector: It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

Use of Artificial Intelligence (AI): We may use Artificial Intelligence (AI) to support parts of our hiring process, including sourcing, screening, and evaluating candidates. AI helps assess applications and qualifications, but final decisions are made by our hiring team. By applying, you acknowledge and agree that your application may be reviewed using AI tools.