VA - Operations Assistant

I'm seeking an Operations Assistant primarily focused on data entry and management. To prove you read this project description fully, Please open your reply with I'm Energized. This project will start with approximately 10 hours per week and most be available during US Hours in the Eastern Time Zone. Title: Operations Associate   About the Company: PulseIQ is a dynamic and rapidly growing early-stage energy services company based in the Washington, DC area. Our mission is to provide reliable, impactful and innovative energy efficiency solutions for commercial and multifamily properties. Our vision is to become a nationally recognized leader in providing full lifecycle energy efficiency solutions. Focusing on small and medium sized properties and portfolios, our clients see us as their trusted partner to navigate compliance with Building Energy Performance Standards (BEPS). We seek to establish long-term relationships that take clients from energy benchmarking to energy audits to implementing energy and cost savings projects. We will maintain our relationships by helping clients validate, maintain, and improve their energy performance over time.   About You: ·        Self-motivated and proactive in identifying issues and suggesting improvements. ·        Adaptable to a dynamic environment with evolving processes and responsibilities. ·        Critical thinker who can analyze data and workflows to deliver actionable insights. ·        Customer-focused, with the ability to manage client relationships and ensure satisfaction through clear communication and reliable follow-through. ·        You are interested in energy efficiency and sustainability and are looking for a meaningful and impactful career.   Objectives: ·        Become an expert on PulseIQ's service offerings, starting with a comprehensive understanding of whom we help and how we help them. ·        Learn the basic processes for energy benchmarking and energy auditing to help to build, manage, and improve the company’s CRM and process workflow system. ·        Support the production team by tracking the process of each client through the workflow process from onboarding through close-out. ·        Support the management team by tracking and reporting on the performance of the company’s portfolio-wide performance and seeking out opportunities for continuous process improvements. ·        Support the accounting team by ensuring accurate and timely client billing information and assisting with cashflow forecasting and financial management. ·        Support the President in his effective management and control of the company’s day-to-day operations and growth.  Responsibilities: ·        Client Onboarding: o  Gather and enter key client information to set up each new client and task in PulseIQ’s CRM and process workflow management system. o  Draft service agreements for review/approval and maintain a repository of all signed agreements. o  Draft and send clear project kickoff communications that highlight the process and expectations from each party. o  Ensure accurate and timely deposit invoicing information is relayed to accounting. ·        Client Production Management: o  Support the production team to track each client’s progress through the process workflow steps. o  Proactively identify and workflow delays or problems to production staff. o  Ensure all client information and documentation is stored in a uniform, organized, and accessible manner. ·        Client Close-Out: o  Draft and send an actionable project close-out email that provides clients with an understanding of their results and highlights potential for follow-on sales opportunities. o  Ensure accurate and timely final invoicing information is relayed to accounting. ·        Portfolio Management Support: o  Provide oversight and reporting to management on overall project performance across the portfolio. o  Support the production staff by tracking portfolio-wide workflow performance metrics and identifying areas for improvement. o  Collaborate with team members to improve workflow processes and assist with the development of business process automation software tools. ·        Executive Assistant o  Serve as an executive assistant to PulseIQ’s President by assisting with portfolio management tasks and administrative and clerical duties as needed. o  Understand how to review client documents and deliverables to identify potential follow-on sales opportunities. o  Contribute to other projects and tasks as needed.   Key Qualifications and Skills ·        Work Experience: o   2+ years of prior experience in operations support, project coordination, or similar roles (2+ years preferred). o   Exposure to energy management or environmental services is preferred but not mandatory. ·        Educational Background: o   Bachelor’s degree in Business Administration, Operations Management, Energy Management, or a related field is preferred, but not required if offset by experience. ·        Technical Skills: o   Proficiency with CRM systems and process workflow tools (e.g., Salesforce, HubSpot, [login to view URL], or similar platforms). o   Strong skills in Microsoft Office Suite (Excel, Word, PowerPoint) and/or Google Workspace. o   Experience with data analysis and reporting tools to track workflow metrics and portfolio performance. o   Familiarity with energy benchmarking or energy auditing is a plus (or willingness to learn quickly). ·        Organizational Skills: o   Exceptional attention to detail, particularly in managing client documentation and workflow processes. o   Ability to handle multiple projects simultaneously while maintaining clear priorities. o   Strong time management skills for tracking multiple clients’ progress and deadlines. o   Willingness to work closely and collaboratively with production staff, accounting teams, and management to streamline operations. ·        Communication Skills: o   Strong written and verbal communication skills for drafting client onboarding materials, project updates, and close-out emails. o   The ability to communicate effectively with cross-functional teams (production, accounting, management). ·        Analytical Skills: o   Ability to analyze workflow bottlenecks and propose solutions to improve efficiency. o   Competence in tracking and improving portfolio-wide performance metrics. ·        Administrative and Executive Support: o   Experience (or aptitude) for executive assistant tasks, such as managing schedules, preparing materials for leadership, and assisting with day-to-day operations. ·        Business Acumen: o   Understanding of basic financial processes (e.g., billing, forecasting, cashflow). o   Insight into identifying and leveraging follow-on sales opportunities.   Success Indicators for the Role ·        Developing expertise in PulseIQ’s offerings and effectively managing CRM processes. ·        Supporting seamless client onboarding, production, and close-out. ·        Maintaining organized workflows that enable the production team to meet its objectives. ·        Proactively identifying process inefficiencies and successfully implementing improvements. ·        Providing accurate and timely reports that aid decision-making for management and accounting. The role will require a part-time commitment. [login to view URL] is our crm.