Program Coordinator

Job Description

Job Description

Concord Energy Services, a division of Concord Engineering Group, Inc., is seeking a Program Coordinator to provide comprehensive organizational, logistical, and administrative support to the Energy Advisory Services Department and its leadership team. The position is responsible for maintaining accurate records and files, coordinating schedules and meetings, preparing and formatting documents and correspondence, maintaining departmental databases and tracking systems, supporting client and program communications, and assisting with general departmental activities. This position requires an individual who is exceptionally organized, detail-oriented, dependable, and capable of managing multiple assignments and deadlines simultaneously. A high degree of accuracy, follow-through, document control, and attention to detail is essential.

RESPONSIBILITIES:

Administrative & Department Support

• Provide comprehensive organizational and logistical support to the Energy Advisory Services Department and department leadership.
• Coordinate calendars, meetings, conference calls, appointments, and departmental schedules; prepare agendas and supporting materials as requested.
• Prepare, format, proofread, and distribute correspondence, reports, presentations, forms, meeting materials, and other documents.
• Track assignments, deadlines, outstanding items, renewals, and follow-up requirements and provide timely reminders to responsible staff.
• Maintain departmental contact lists, distribution lists, templates, forms, and other administrative resources.
• Assist with meeting preparation and follow-up, including materials, notes, action items, and status tracking.
• Provide additional support to department leadership and staff as needed.

Document & Records Management

• Maintain accurate, orderly, and current electronic client, program, contract, and departmental files.
• Follow established file-naming, document-storage, and version-control procedures and ensure documents are filed promptly in the appropriate location.
• Review documents and records for completeness, accuracy, consistency, and missing information before filing or distribution.
• Maintain checklists, tracking logs, and calendars for contract dates, program milestones, required submissions, renewals, and other deadlines.
• Conduct routine quality-control reviews of records and files to identify missing, duplicate, outdated, or inaccurate information.

CRM, Database & Tracking Support

• Maintain client and prospect information in CRM and departmental systems, including contacts, addresses, correspondence, and activity records.
• Maintain departmental tracking spreadsheets and databases with a high degree of accuracy.
• Perform routine reviews of CRM and database records to identify missing, outdated, or duplicate information and coordinate corrections.
• Upload and organize contracts, correspondence, reports, presentations, and program documents in shared drives and databases.
• Generate routine status lists, reports, and tracking summaries as requested.

Client & Program Support

• Provide support for clients and program activities as directed by department leadership.
• Prepare routine correspondence, letters, forms, notices, mailings, and client materials using approved templates and instructions.
• Coordinate document distribution and maintain records of correspondence, submissions, and follow-up items.
• Assemble materials for client meetings, presentations, proposals, and program communications.
• Track requests for information and follow up internally to ensure required materials are received and completed on time.
• Respond to routine inquiries and route technical, contractual, procurement, market, or energy-related questions to the appropriate staff member.
• Maintain professional and responsive communication with clients, municipalities, vendors, suppliers, and internal staff.

Marketing & Event Coordination

• Maintain and organize marketing materials, presentations, case studies, and program information for staff use.
• Assist with formatting marketing collateral and client presentation materials.
• Coordinate meeting and event logistics, including invitations, attendee lists, materials, RSVPs, and follow-up activities.
• Assist with conference registrations, meeting arrangements, mailings, supplies, and other event logistics as requested.

REQUIREMENTS

• Associate or bachelor?s degree in business administration, office administration, communications, or related field preferred; equivalent program coordination experience will be considered.
• Minimum 3 years of program/project coordination, executive support, or similar experience preferred.
• Demonstrated experience maintaining detailed records, databases, spreadsheets, and electronic filing systems.
• CRM or database experience strongly preferred.
• Experience in a professional services, engineering, consulting, government, utility, or similar business environment preferred but not required.
• Demonstrated history of accuracy, organization, dependability, initiative, and follow-through.

• Exceptional organizational skills and demonstrated ability to maintain accurate and orderly records.

• Exceptional attention to detail with a strong commitment to accuracy, completeness, and qualifty control.
• Strong proofreading skills and ability to identify errors, inconsistencies, missing information, and formatting issues.
• Demonstrated ability to follow established procedures, checklists, and processes consistently.
• Strong follow-through and ability to track assignments through completion without repeated reminders.

COMPENSATION

The salary range for this position is $50,000 to $65,000 with actual salary based on experience.

WORK LOCATION

This position will work at least three days per week at our 220 Laurel Road location in Voorhees NJ and will have the option to work two days a week remote.

BENEFITS

• Competitive base salary and bonus potential
• Medical, dental, life, and short/long-term disability insurance
• Generous 401(k) match
• Generous vacation
• Generous Paid Time Off (PTO)
• Paid company holidays
• Summer hours half day Fridays
• Flexible hours
• Employee development and growth opportunities