Operations Administrator in Sisters, Oregon at ESI Solutions

Operations Adminstrator

Company Overview

ENERGYneering Solutions (ESI), a division of TransTech Group (www.transtechgroup.com), is a leading engineering, EPC, operations, and lifecycle services company serving the energy, industrial, and renewable infrastructure markets.

Since 2007, ESI has delivered innovative engineering, project execution, commissioning, and long-term Operations & Maintenance (O&M) solutions for complex energy infrastructure projects throughout North America. Our capabilities span engineering, procurement, construction (EPC), field services, operations & maintenance, product development, and technical support.

As part of TransTech Group, ESI is positioned for its next phase of growth through continued investment in engineering capabilities, expanded recurring service offerings, strategic acquisitions, product innovation, and broader participation across the evolving energy and industrial infrastructure markets.

TransTech Group comprises multiple operating companies with approximately $300+ million in annual revenue and 900+ employees, and operations across North America, Europe, and India.

Our culture is built around integrity, safety, accountability, entrepreneurial thinking, technical excellence, collaboration, continuous improvement, and customer partnership.

Job Overview

The Operations Project Coordinator supports ESI's Renewable Natural Gas (RNG) Operations & Maintenance (O&M) organization by providing administrative, contract management, billing, invoicing, and project coordination support across the company's growing portfolio of RNG facilities and service contracts. This role serves as a critical liaison between Operations, Finance, Customers, and Commercial teams to ensure contractual obligations are communicated, tracked, and administered accurately and efficiently.

Reporting to the Director of O&M, the Operations Project Coordinator is responsible for supporting customer contract administration, managing invoicing and billing processes, coordinating operational reporting deliverables, maintaining project documentation, tracking key contract milestones, and assisting with customer communications. The position plays a key role in ensuring timely revenue recognition, strong customer relationships, contract compliance, and operational execution.

The ideal candidate is highly organized, detail-oriented, customer-focused, and capable of managing multiple priorities in a fast-paced environment while maintaining a high degree of accuracy and professionalism.

Reports To

The Operations Project Coordinator reports to the Director of Operations & Maintenance.

Location

This role is based in Sisters, Oregon (our headquarters), with the potential for a hybrid or remote work arrangement for exceptional candidates.

Responsibilities and Duties

Support the administration of O&M service agreements, customer contracts, amendments, renewals, purchase orders, and related commercial documentation.

Serve as a primary administrative point of contact for customer contract-related communications and documentation requests.

Track contract deliverables, billing milestones, renewal dates, notice periods, and customer reporting requirements to ensure compliance with contractual obligations.

Review customer invoices for O&M services, ensuring accuracy, completeness, and adherence to contractual terms.

Coordinate with Operations, Finance, and Project Management teams to verify billable activities, labor hours, materials, and reimbursable expenses.

Monitor invoice status, assist with collections support activities, and help resolve customer billing inquiries or discrepancies in collaboration with Finance.

Maintain accurate records of customer contracts, billing schedules, project documentation, and financial tracking information within company systems.

Support tracking and documentation of environmental attributes, including Renewable Identification Numbers (RINs) and Low Carbon Fuel Standard (LCFS) credits, in coordination with Compliance and Finance.

Assist in the preparation and distribution of customer reports, operational performance summaries, KPI dashboards, and contractual reporting deliverables.

Coordinate internal resources to ensure customer requests, action items, and contractual commitments are communicated and completed in a timely manner.

Support proposal development, contract transitions, and new O&M contract onboarding activities by organizing documentation, schedules, and project records.

Work closely with the Director of O&M and site operations teams to maintain visibility of contract performance, customer expectations, and operational priorities.

Assist with vendor and subcontractor documentation management, purchase order tracking, and related administrative functions supporting O&M operations.

Maintain organized electronic and physical filing systems for contracts, correspondence, invoices, compliance records, and project-related documentation.

Participate in continuous improvement initiatives focused on standardizing contract administration, billing processes, reporting tools, and operational workflows.

Travel occasionally, up to 10%, to support customer meetings, operational reviews, training, and team collaboration.

Qualifications

Associate's or Bachelor's degree in Business Administration, Accounting, Finance, Project Management, or a related field preferred; equivalent experience will be considered.

3+ years of experience in project coordination, contract administration, billing, invoicing, customer account management, or operations support.

Experience managing customer contracts, purchase orders, invoicing, and related business documentation.

Strong organizational skills with the ability to manage multiple priorities, deadlines, and stakeholders in a fast-paced environment.

Proficiency with Microsoft Office Suite, particularly Excel, Word, Outlook, and Teams; experience with ERP, CRM, or accounting systems preferred.

Strong attention to detail with a commitment to accuracy in contract, billing, and financial records management.

Excellent written and verbal communication skills, with the ability to collaborate effectively across Operations, Finance, and customer organizations.

Strong problem-solving skills and the ability to work independently while supporting cross-functional teams.

Experience in the energy, renewable energy, engineering, construction, industrial services, or O&M industries is preferred.

Benefits Designed to Work for You:

Free HSA health plan or traditional PPO

401(k) with generous company match (Safe Harbor)

Dental, vision, and optional coverage like accident & critical illness insurance

HSA and FSA accounts to save on healthcare costs

Company-paid Life, Long Term Disability, and AD&D insurance

Confidential support for mental health, family matters, legal concerns, and more through our Employee Assistance Program

Discounts on gyms, shopping & entertainment

Health benefits kick in fast – first of the month after 30 days

Time Off

We offer a variety of paid time off options to support rest, wellness, and personal needs:

o Unlimited Paid Time Off

o Paid Holidays

o Bereavement Leave

ESI employees value pride of ownership, a limitless desire to learn, and a relentless approach to solving any challenge. A successful ESI employee not only embraces these values but knows when to lean on the team for support and guidance. We acknowledge that our fast-paced and dynamic environment is not for everyone, but if you are looking for independence and new challenges, ESI will be a great fit.

This organization provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.

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