About BIG
Build It Green (BIG) is a nonprofit organization of building industry thought leaders and practitioners who share a vision for better buildings and a diligence for getting results. We are driving innovation and exciting initiatives in the residential building and energy efficiency industries and making a measurable difference for homes, people and the environment. To maximize our impact, we partner with thousands of building professionals, as well as industry partners, utilities, and government agencies. . Build It Green is an equal opportunity employer. Learn more at: www.builditgreen.org.
BIG offers a friendly, positive work environment and a passionate work culture. Our HQ office is located in the heart of downtown Oakland at 300 Frank H. Ogawa Plaza, Suite 620; close to BART, the 12th Street/City Center Station and AC Transit Bus lines. We offer a competitive wage and benefits package that includes medical, dental and vision insurance and 403(b) retirement savings plan with an employer match, paid holidays and time off.

About the Position
The Senior Associate provides administrative and program support for assigned program or programs as part of the Program Management functional area. The Senior Associate will administer more complex programs (characterized by multiple contacts within the program or size/revenues of the program) and is able to work with changing priorities, across functional teams, and to meet and direct timelines. The Senior Associate role is reserved for individuals who have worked in the Associate level role for at minimum one year at Build It Green (or related experience for external incumbents) and has handled increasingly demanding duties and is viewed as potentially able to serve in a future Program Manager role, if the program is in line with the incumbent’s interests, competencies, and when the opening becomes available.
Tasks may include: program research, handling client/contractor service and outreach, detailed reporting, analytical and informational needs to be able to track and organize client initiatives such budget reports, invoicing, clarify and communicate protocols internally and externally, and meet schedules for key client activities.

RESPONSIBILITIES AND DUTIES
Project Administration
  • Manage the monthly invoicing and reports process. Review invoices and business reports from Program partners to ensure accuracy of application, confirmation of the payment process and the issuance of check payments to program contractor participants. Liaise between contractors, internal staff, and client contacts to ensure successful reporting and payment.
  • Enter, audit, and reconcile customer data in SalesForce. This may include enrollment applications, data about new applications, or reports for contractors and customers, such as managing the program rebate pipeline and the aging jobs report.
  • Analyze and deliver reports to assist with contract tracking, benchmarking and savings calculators. Analyze reporting and processes to make recommendations to management to enhance and improve processes.
  • Develop and uphold Contract Services protocols and Service Level Agreements. Provide trainings to Contractor Engagement Managers and Customer Service teams on created protocols.
  • Provide general customer service related to invoicing, reporting and portal issues to participating contractors.
  • Provide feedback to Information Systems department regarding Salesforce portal functionalities to facilitate client and contractor efficiency and satisfaction. Coordinate with client and in-house Information Systems team to troubleshoot data synchronization issues between Salesforce and client software.
  • Create program reporting dashboards, accruals, long-tail data comparison. Look for process inefficiencies.
  • Test and troubleshoot new technological features to websites and data collection tools and report out on findings. For example, you might be asked to complete user acceptance testing for a new website before it’s launched.
  • Coordinate events and trainings in support of the designated Program participating contacts, including client or government agency contacts, building contractors, community contacts as relevant to the program. Senior Associate will also deliver training/instruction as pertinent to the Program’s outreach strategies.
  • As needed, assist in the pursuit of additional funding streams and the development of contract bids as necessary.
Communications and Collaboration
  • Prepare and deliver presentations and/or represent Build It Green to external audiences. Ability to make effective and persuasive presentations on complex topics such as in-person meetings or webinars to introduce program.
  • Client engagement: schedule one on one check-in with key client contacts to discuss project statuses, invoicing, and reporting.
  • Coordinate with internal stakeholders to develop, refine, and/or clarify Service Level Agreements & delivery for designated programs.
Finance and Administration
  • Contribute to the development of forecasts of work plans and financial performance of budgets.
  • Develop and maintain project documentation and prepare project and program tracking/ reporting.
EDUCATION and SKILLS
  • Bachelor's degree (B.A. or B.S.) from four-year College or university in a related field or equivalent combination of education and experience such as would be gained with a minimum of three (3) years working in a similar role in the green home building industry or in contract administration.
  • Excellent report presentation and writing communication skills. This includes effectively responding to: changing situations, sensitive inquiries or complaints from clients, questions and concerns from members of internal cross-functional teams, and inquiries and demands from vendors and subcontractors.
  • Detail oriented, with strong organizational, auditing, and reporting skills.
  • Advanced proficiency with Excel and database reporting to generate detailed reports using MS Excel. Ability to consistently enter, review data for accuracy and to analyze, and interpret complex documents.
  • Basic knowledge of financial budgeting and forecasting.
  • Intermediate or more advanced proficiency with Word, PowerPoint and Google equivalents.
  • Initiative to lead and manage multiple tasks and priorities to completion with minimal supervision.
  • Experience using on-line web-based management systems (such as SalesForce, Smartsheet and Trello) and the use of online conference and webinar platforms (such as GoToMeeting, JoinMe or other.)
  • Provide input to the development of work plans, strategies and goals. Evaluate program effectiveness and performance related goals and objectives.
  • Maintain a high degree of professionalism in terms of the organization and customer impact.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
  • The position requires constant periods of sitting and working at a computer.
  • The position requires frequent talking on the telephone.
  • Position requires occasional bending and lifting of objects of more than 25 pounds without assistance.



This position has been filled. Would you like to see our other open positions?