Program Coordinator

Job Title: Program Coordinator Location: Voorhees, NJ Type: Direct Hire Compensation: $50,000 - $65,000/yr Work Model: 3 days onsite, 2 days remote Hours: Standard Business Hours

Position Overview

Our client is seeking a highly organized and detail-oriented Program Coordinator to support the Energy Advisory Services team. This position plays a critical role in coordinating departmental operations, maintaining records and databases, supporting client and program activities, and ensuring projects and administrative initiatives run efficiently. The ideal candidate is proactive, organized, and comfortable managing multiple priorities in a fast-paced professional environment.

Key Responsibilities

Administrative & Department Support

• Provide administrative and logistical support to department leadership and the Energy Advisory Services team.
• Manage calendars, meetings, conference calls, appointments, and departmental schedules.
• Prepare, format, proofread, and distribute reports, presentations, correspondence, and meeting materials.
• Track assignments, deadlines, renewals, and outstanding action items while ensuring timely follow-up.
• Maintain contact lists, distribution groups, templates, forms, and administrative resources.
• Coordinate meeting preparation, documentation, and follow-up activities.
• Support departmental initiatives and special projects as assigned.

Document & Records Management

• Maintain accurate electronic client, program, contract, and departmental files.
• Ensure adherence to document storage, file naming, and version control procedures.
• Review records and documentation for accuracy, completeness, and consistency.
• Track contract dates, program milestones, submissions, and renewal deadlines.
• Conduct routine quality reviews to identify and correct missing, duplicate, or outdated information.

CRM & Database Administration

• Maintain client and prospect information within CRM platforms and departmental databases.
• Update and manage tracking spreadsheets, reports, and system records with a high degree of accuracy.
• Perform routine audits of data to ensure accuracy and completeness.
• Upload and organize contracts, correspondence, reports, and supporting documentation.
• Generate status reports and tracking summaries for leadership as needed.

Client & Program Support

• Support client initiatives and program-related activities under the direction of department leadership.
• Prepare routine correspondence, notices, forms, and communication materials.
• Coordinate document submissions and maintain records of communications and follow-up activities.
• Assemble materials for meetings, presentations, proposals, and client-facing communications.
• Monitor requests for information and coordinate internal follow-up to ensure timely responses.
• Respond to inquiries and route technical or specialized questions to the appropriate team members.
• Maintain professional communication with clients, municipalities, vendors, and internal stakeholders.

Marketing & Event Coordination

• Maintain and organize marketing materials, presentations, and case studies.
• Assist with preparing and formatting client presentations and marketing collateral.
• Coordinate meeting and event logistics, including invitations, attendee tracking, materials, and follow-up communications.
• Assist with conference registrations, meeting arrangements, mailings, and event-related administrative support.

Qualifications

Required

• Minimum of 3 years of experience in program coordination, project coordination, executive support, or a similar administrative role.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Experience maintaining databases, tracking systems, spreadsheets, and electronic filing systems.
• Excellent written and verbal communication skills.
• Advanced proficiency with Microsoft Office Suite, including Excel, Word, Outlook, and PowerPoint.
• High attention to detail and commitment to accuracy.

Preferred

• Associate's or Bachelor's degree in Business Administration, Communications, Office Administration, or a related field.
• Experience working with CRM platforms and database management systems.
• Previous experience within professional services, engineering, consulting, utility, government, or related industries.

System One, and its subsidiaries including Mountain Ltd., are leaders in delivering outsourced services and workforce solutions across North America. We help clients get work done more efficiently and economically, without compromising quality. System One not only serves as a valued partner for our clients, but we offer eligible employees health and welfare benefits coverage options including medical, dental, vision, spending accounts, life insurance, voluntary plans, as well as participation in a 401(k) plan.

System One is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity, age, national origin, disability, family care or medical leave status, genetic information, veteran status, marital status, or any other characteristic protected by applicable federal, state, or local law.

#M1

Ref: #562-Joule Staffing - Edison