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HEAPY · 8 hours ago

Practice Coordinator III+

Cleveland, OH

Full-time

Hybrid

Mid Level

HEAPY is a growing firm committed to building a sustainable world through thoughtful design and collaborative partnerships. The Practice Coordinator III+ will provide administrative support for various practice processes, including proposal development, project planning, and customer relationship management, while fostering teamwork and delivering high-quality results.

ComputerInformation TechnologySoftware

Responsibilities

Serves as a technical expert in the practice within the customer relationship management and project management software platforms. Facilitates training and proper application of the platform to maintain the validity of data

Drafts standard proposal materials and coordinates with technical staff for completion; in collaboration with practice and marketing colleagues, ensures that proposals are complete, accurate and within the timeline

Upholds quality management standards by ensuring all project documentation, trackers and records are properly entered into HEAPY systems to support compliance, financial processing and audit readiness

Supports practice success through strong collaboration, communication, and quality-focused execution

Provides administrative coordination for utility-sponsored energy efficiency programs, supporting activities from outreach and application intake through measurement & verification (M&V) and project close-out

Supports project start-up processes including setting up budgets and internal codes

Coordinates communications and workflows among internal teams, clients, study providers, accounting and utility representatives to support timely execution

Supports incentive payment processing, utility reporting, and close-out documentation in alignment with established program requirements

Provides a strategic perspective on practice workflows; identifies and recommends opportunities for improvement in processes

Directs and coordinates outside resources/vendors performing data entry or document management tasks, providing guidance, setting expectations, and reviewing work for quality

Generates recurring reports on projects and opportunity metrics for the practice

Manages inputs and outputs of the Construction Administration process per requirements, ensuring the shared portal for colleague, partner and vendor access is maintained

Collaborates with the Practice Coordinator Manager on resource allocation and utilization for the practice

Additional responsibilities as requested/needed

Qualification

Customer relationship managementProject managementMonday.comDeltekMulti-taskingFinancial reportingProposal developmentCommunication skillsTeam collaboration

Required

Typically requires an associate degree in business, accounting, finance, or construction project management, or equivalent experience in a similar project and/or accounting-related position

Demonstrated success in multi-tasking and ability to prioritize in a logical sequence to support meeting deadlines

Proven ability to work with multiple stakeholders with different communication and work styles

A demonstrated reputation for quickly learning and successfully interfacing with new software