Senior Administrative Coordinator

We transform the way people use energy.

We embrace a culture of belonging in the workplace. No matter who you are, where you’re from, how you think, what you believe in, or whom you love, we welcome your application. We all come from different backgrounds and different walks of life, bringing in unique perspectives and experiences. We encourage applications from 2SLGBTQ+, Black, Indigenous, and People of Colour (BIPOC), women, newcomers to Canada, and people with disabilities. If you require any accommodation in the application and interview process, please let us know (including different materials or otherwise).

About EfficiencyOne

Our core values are Integrity, Innovation, and Partnership.

 EfficiencyOne is a leading efficiency enterprise. We work with outstanding partners to supply cost-effective energy efficiency and carbon mitigation services in Nova Scotia and beyond.

 We transform the way people use energy. Together, we help people achieve their energy goals, save money, conserve resources, improve well-being, and combat climate change.

 Investing in energy efficiency has many benefits: lower heating bills, more comfortable spaces, new jobs in your community, and a smaller overall carbon footprint.

 Since 2011, our work has saved Nova Scotians over $4.8 billion in energy savings and avoided the release of 10.3 megatonnes of greenhouse gas emissions (CO2 eq) in the province. If there’s a better way to improve energy efficiency, we’ll find it. Find out more about how we are making an impact here: https://www.efficiencyone.ca/impact/.

Why you’ll love working here: 

• A culture that recognizes the importance of a work-life balance and genuinely cares about its employees.
• An engaging, fun, and inclusive work environment
• An awesome benefits package that starts on day one and a competitive salary
• Wellness initiatives and fitness challenges hosted throughout the year.
• Corporate gym memberships
• Career growth and professional development opportunities
• Being part of a team and contributing to Nova Scotia’s goal of 2050 net-zero carbon  

The Opportunity:

Reporting to the Service Delivery Manager, the Senior Administrative Coordinator is a highly skilled administrative professional responsible for overseeing daily office operations while performing various administrative tasks. This position combines supervision and coordination duties with hands-on support, ensuring efficient workflows and exceptional organizational support.

This position typically operates in a professional office environment. Based on departmental needs, hybrid/remote work flexibility may be available.

Supervisory Responsibilities:

• ·        Training of new admin team members and/or coordinating training with appropriate program teams.
• ·         Supervise daily operations of the team by coordinating and communicating employee tasks, managing and measuring performance, and providing feedback to achieve high productivity and meet service level expectations.
• ·         Facilitate department objectives by distributing workload, responding promptly and thoroughly to requests for information and support, and reporting emerging issues
• ·         Building relationships and regularly connecting with program managers and other internal customers to understand their requirements of the Admin Team
• ·         Proposing, developing, documenting, and implementing improvements to EfficiencyOne’s administrative processes
• ·         Maintaining a Service Delivery administrative manual by documenting, analyzing, and improving administrative processes, and monitoring and updating administrative process instructions as required
• ·         Managing the creation and maintenance of a Service Delivery SharePoint site, including working with the Service Delivery Admin Team and Service Delivery teams to identify, create, and update content; working with technical teams to troubleshoot functionality issues; and responding to user questions and incorporating feedback
• ·         Managing expenses, including receiving and appropriately coding invoices, completing expense reports, and credit card reconciliations
• ·         Supporting EfficiencyOne by maintaining a safe and professional work environment, embracing the organizational culture, being an ambassador for the organization, and respecting corporate policies
• ·         Performing other duties as required, including helping team members process applications when volumes are high.

Administrative Responsibilities

• ·         Filling all correspondence, including database input and management, processing customer applications, and maintaining the filing system
• ·         Answering incoming calls, greeting walk-in customers and clients, and redirecting them to the appropriate team member.
• ·         Organizing meetings by preparing agenda/action items, booking meeting rooms, setting up audiovisual equipment, and coordinating catering
• ·         Respond promptly and thoroughly to requests for information.
• ·         Support team members with customer check-ins
• ·         Updating tracking sheets and data management systems
• ·         Preparing, proofreading, formatting, and correcting documents, including reports, correspondence, and spreadsheets
• ·         Assisting with data systems design and testing
• ·         Verifying correct savings and rebate information; and
• ·         Scheduling site visits.

What Will Help You Succeed?

•   Community College or University Diploma in office or business administration, or equivalent combination of education and work experience
• 5+ years of progressively responsible administrative experience, including 1-2 years in a supervisory capacity, is considered an asset.

• ·          Exceptional prioritization skills in addition to demonstrated skills in delegation, assignment of work, and leadership abilities.
• ·         Excellent analytical skills and written and oral communication skills
• ·         Experience with and proficiency with all MS Office applications (including Teams)
• ·         Must be self-motivated, able to work independently, take initiative, handle multiple tasks, and work to a high standard in an environment with tight timelines/deadlines

• ·         Ability to work in a fast-paced and results-oriented environment.

What to expect in your first several weeks on the job:   

In the first week, expect to:

• Learn about the programs you are supporting
• Meet with the other Admin Coordinators and the team you will be supporting
• Have introductions to other functional areas of the business and understand how they interact with the program
• Learn more about EfficiencyOne    

In the first month, expect to:

• Get familiar with the general program processes and how the program operates
• Meet with the Customer Experience & Partnerships department (ESA) to learn how our roles correlate.
• Learn customer information system software.
• Meet with Service Organizations and Quality Assurance contractors.

In the first three months, expect to:

• Take full ownership of core administrative responsibilities and operate with a high level of independence
• Support process improvements and proactively identify opportunities to streamline workflows and increase efficiency
• Take full ownership of core administrative responsibilities
• Begin taking a leadership role in coordinating cross-functional initiatives or projects
• Lead or facilitate process training or knowledge-sharing sessions with peers and junior staff
• Demonstrate a clear understanding of program goals, metrics, and impact, and contribute to strategic discussions where appropriate
• Act as a mentor or resource for new team members and contribute to a collaborative, supportive team culture