Administrative Assistant Scheduler

We are motived to solve some of tomorrow’s biggest obstacles – especially those in energy and infrastructure. Our employees want to make a difference, and we have the aspiration, resources, and technical know-how to do it. Our rapid growth and successes over the past five decades stem from our ability to think big while also paying special attention to project quality and customer service.

Willdan's work culture blends the stability of an established organization with a reputation for quality and the flexibility and opportunities of a progressive, growing company. We value and enjoy the opportunity to come to work every day and make a real, positive impact on our society and the environment.

Who We Are

Willdan is a nationwide provider of comprehensive solutions that help organizations evolve and thrive as natural resources and infrastructure change. Our team of experts in energy, engineering, safety, financial and strategic planning, microgrids, and software offer best-in-class services ranging from electric grid optimization to energy efficiency to energy design assistance. Using this collective expertise, we have delivered over 100,000 projects to public agencies, small businesses, healthcare, hospitality, and educational facilities. We provide program administration and assistance to improve grid resiliency to over 50 investor-owned utilities.

Essential Duties and Responsibilities 

The Administrative Scheduler is responsible for managing and coordinating introductory meetings for Project Managers and teams in support of numerous utility sponsored energy efficiency programs. Our ideal candidate will be a self-starter who can assume all aspects of administrative tasks related to scheduling and calendar management, data entry, and follow-ups. This is a great opportunity for a positive, forward-thinking person with strong organizational and analytical skills to become an integral part of our growing team of hard-working and collegial people.

• Interact with external customers to schedule introductory calls and collect customer information and documents such as architectural drawings for various programs.
• Work closely with Program Managers, Project Managers, and other team members to organize workflow, confirm schedules, and discuss refinements of the introductory call process.
• Attend regular meetings with program teams.
• Maintain an accurate listing of specific tasks applicable for each program.
• Answer phone calls and emails, schedule and confirm appointments.
• Be professional and confidential in all written and verbal communications.
• Record, manage and oversee data input into proprietary company databases.
• Possess excellent organization skills and flexibility in adjusting to shifting priorities and deadlines that may occur daily.
• Have conscientious work habits such as arriving on time and staying late as occasionally needed to meet deadlines.

Job Requirements / Qualifications 

• Have a basic understanding of working in Microsoft Office Suite products especially Outlook.
• Demonstrated ability to coordinate meetings.
• Ability to juggle multiple demands created by several simultaneous projects.
• Possess a strong attention to detail and focus on communication.
• Have excellent verbal and written communication skills.
• Ability to work well in a deadline-driven environment, including appropriate follow-through with others, and giving and receiving constructive feedback
• High school diploma required. Associates degree preferred.
• Three years’ related experience working in an administrative capacity.
• Associates Degree plus one year of administrative experience may also be considered.

EEO Non-Discrimination and ADA Reasonable Accommodation Statement
Willdan is an equal opportunity employer. Applicants are considered for all positions without regard to race, religious creed, color, age marital status, sex, sexual orientation, gender identity, gender expression, citizenship status, national origin, ancestry, religion, military service or veteran status, disability, medical condition, childbirth and related medical conditions, genetic testing, reproductive status or any other classification protected by federal, state or local laws and ordinances. Willdan does not discriminate on the basis of physical or mental disability where the essential functions of the job can be reasonably accommodated. Determinations on requests for reasonable accommodation will be made on a case-by-case basis. If you need reasonable accommodation for any part of the application and hiring process, please notify us.

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