Business Operations Manager, Finance and Compliance

Job Description

Job Description

Description

The Business Operations Coordinator will provide direct operational, financial, and administrative support to the Business Operations Manager across statewide energy efficiency and public- and utility-funded programs. The Coordinator is responsible for supporting expense processing, revenue tracking, vendor onboarding and compliance, contract administration, reporting, and program documentation management to ensure accurate, timely, and compliant business operations. 

This role works collaboratively with Finance, Legal, program staff, vendors, subcontractors, and utility funders to support the effective administration of program expenses, reimbursements, contracts, and operational systems. The Coordinator assists in maintaining accurate records, monitoring vendor compliance requirements, supporting accounts payable and reimbursement activities, and ensuring the efficient flow of information throughout the department.

Key Responsibilities

Expense Processing & Fiscal Support:

• Assist with the implementation and tracking of department expense processing across multiple statewide energy efficiency programs and fiscal years.
• Process accounts payable, invoices, subcontractor reimbursements, and purchase order requests in collaboration with the Finance and Purchasing departments.
• Maintain accurate expense documentation, coding, reconciliations, and supporting records for audit purposes.
• Monitor and resolve invoice, payment, and reimbursement discrepancies.

Revenue Processing & Reimbursement Coordination:

• Track, code, and reconcile reimbursement and coordination fee invoices to ensure timely payment by funders.
• Match received payments to associated expense bills and supporting documentation.
• Assist with the preparation of billing, reimbursement, and financial reporting data.

Vendor Management & Compliance:

• Work closely with Legal to draft, execute, and maintain vendor contracts and supporting documentation.
• Coordinate all aspects of vendor onboarding, including compliance verification, insurance tracking, background checks, and required documentation.
• Monitor vendor contracts for compliance, insurance expirations, and renewals.
• Collect and verify licenses, certifications, and compliance documentation for subcontractors performing utility-funded low-income energy efficiency services.

Data Management & Systems Support:

• Maintain accurate electronic and paper records, databases, and operational reports.
• Support billing, reporting, and project management systems to ensure data accuracy and integrity.
• Assist with the implementation and improvement of operational workflows and systems, including Monday.com.

Communication & Administrative Support:

• Serve as a liaison between the Business Operations Manager, Finance, Legal, delivery partners, subcontractors, funders, and program staff.
• Coordinate communications related to financial documentation, vendor compliance, reimbursements, and operational processes.
• Participate in meetings, maintain notes, track action items, and provide administrative support as needed.

Additional Duties:

• Perform other duties as assigned to support the Business Operations Manager and the overall effectiveness of the Climate Equity & Impact department.

Skills, Knowledge and Expertise

• A Minimum of a high school diploma or GED
• 1-3 years of experience in business operations, accounts payable, billing, vendor management, financial documentation, contract administration, or nonprofit program operations required.
• Experience with public- or utility-funded programs, grant program management, energy efficiency programs, or subcontractor compliance strongly preferred.
• Experience working with vendor onboarding, contract compliance, reimbursement processing, or accounting support functions preferred.
• Demonstrated proficiency in Google Suite, Excel, Monday.com and other financial or data management systems.
• Strong written and verbal communication skills with the ability to interact effectively with diverse stakeholders.
• Strong organizational skills with exceptional attention to detail and accuracy in financial documentation and recordkeeping.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Ability to maintain confidential and sensitive information with professionalism and discretion.
• Knowledge of accounts payable, reimbursement processing, contract administration, and vendor compliance practices preferred.
• Ability to analyze and resolve discrepancies in financial and operational documentation.
• Flexibility, initiative, and ability to work both independently and collaboratively in a team-oriented environment.

Expected Salary: $55,255.20 annually with the equivalent hourly rate of $30.36 . Salary scales are set according to an explicit compensation policy and relevant market data. Due to funding restrictions and our strong focus on internal parity, this salary is thoughtfully aligned with the duties expected for this role, and offers are firm. 

Why Work Here

• Make a Difference: Every day, your work directly impacts the lives of thousands in the Greater Boston community, empowering them and making positive, lasting change.
• Inclusive Environment: ABCD values the diversity of its workforce, with an inclusive culture that respects individuality and promotes collaboration.
• Continuous Learning: We offer numerous training and development opportunities, ensuring our staff remain at the forefront of community action methodologies and strategies.
• Comprehensive Benefits: At ABCD, we take care of our own, providing a competitive benefits package, including health coverage and retirement plans.
• A Legacy of Impact: Join an organization that boasts a legacy spanning over half a century, consistently championing the rights and needs of our community's most vulnerable.
• Teamwork & Camaraderie: Be a part of a passionate team, united in their mission to combat poverty, and ensure every individual can reach their fullest potential.