Practice Coordinator III+

Join Our Growing Team Powering a Sustainable, Well, and Resilient Future. Does this describe you? * Do you like to foster teamwork and support organizational excellence? * Do you like to streamline processes and contribute to project success? * Do you like to help deliver high-quality results on time and on budget? * Do you like to build strong relationships with colleagues and clients? * Do you like to deliver client satisfaction? * Do you like to contribute to a culture of partnership, continuous learning and shared knowledge? If so, now is the perfect time to join HEAPY - a growing firm driven by innovation, purpose, and people. We're expanding to meet the needs of our clients and communities, creating exciting new roles and growth opportunities along the way. At HEAPY, our Colleague First approach means we invest in your career, well-being, and success. We're committed to building a more sustainable world through thoughtful design and collaborative partnerships, and we're looking for team members who want to grow with us while making an impact. HEAPY is seeking a Practice Coordinator III+ to join our Colleague First culture preferably in our Cincinnati office location in a hybrid arrangement. You'll be empowered to do meaningful work, develop lasting relationships, and be part of a team where your ideas, growth, and authentic self are truly valued. Reporting to the Practice Coordinator Manager, the Practice Coordinator provides administrative support for various practice processes such as proposal development, project planning and budgeting, customer relation management system updates, resource management, project communication, and financial reporting to the Practice Director, Operations Manager, and project manager(s). While the qualifications listed below outline an ideal candidate, we encourage individuals to apply. We value rising talent! QUALIFICATIONS * 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. * Knowledge/experience with and/or Deltek a plus. DUTIES & 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. #LI-Hybrid #LI-SW1

Created: 2026-04-03