Program Coordinator I

Title: Administrative Program Coordinator

Frontier Energy is working to combat global climate change. We use our skills, knowledge, relationships, and creative thinking to help save energy, decarbonize energy systems, and increase vehicle electrification. We believe in personal touch. No bureaucratic sinkholes. No information silos. No dime-a-dozen ideas or inflexible molds. Just personal service from a team of people who are dedicated to making a difference.

The Administrative Program Coordinator will need to be highly organized and detail-oriented. The position will be multifaceted role that combines the responsibilities of managing daily administrative tasks, overseeing office supplies, IT Inventory and assisting project managers. The role will ensure the smooth and efficient functioning of our office environment and supporting project managers towards successful project completion.

Responsibilities will include the following:

Office Administration:

• Oversee the reception area, keeping organized, accepting and organizing deliveries communicating to the appropriate project managers.

• Coordinate and maintain office equipment and furniture, ensuring timely repairs and maintenance.

• Manage and maintain office spaces, ensuring cleanliness and organization.

• Managing security system with the IT Department, water deliveries, HVAC maintenance, water softener, and other duties as assigned.

• Order and maintain office and program supplies:

• Track supply levels and order necessary items through supplier channels.

• Use Deltek VantagePoint and other appropriate tracking tools to maintain accurate Program Supplies and IT Supplies interacting with the various teams/project managers.

• Ship supplies from Minnesota office to employees and partners across the nation using FedEx and other carriers.

• Maintenance of our technology fleet including inventory management processes (includes purchasing, receiving, shipping, and disposal)

• Maintain, organize, IT equipment closet coordinating with internal team the onboarding and offboarding of personnel equipment.

• Manage, track, maintain Minnesota office company vehicles.

• Plan and coordinate company and client events 1-2 times annually.

• Perform other tasks as needed.

• Contribute to a positive and professional work environment.

Support Vice President and Other Project Managers:

• Collect, compile and analyze information requests from partners and clients.

• Assist project managers with administrative tasks related to project databases, client applications, and tracking spreadsheets.

• Regularly coordinate meetings and other arrangements.

• Document action items, communicate next steps and needs to the appropriate team members, follows up to ensure items are completed in a timely manner.

• Document all interactions with supervisor to ensure records and next steps are maintained.

• Maintain strong, ongoing relationships and communications with partners, clients and internal team to achieve company and program goals.

• Assist in identifying and implementing cost saving initiatives.

• Perform other tasks as needed.

General Duties:

• Perform general office tasks, including filing, copying, scanning, and managing stationery orders (business cards, letterhead, envelopes, checks, etc.).

• Maintain company brochures, marketing materials, and paper stock.

• Scan business cards and distribute them to employees.

• Proactively suggest improvements for office efficiency and workload management.

• Assist with data entry and document management tasks, including scanning documents, sending them to relevant personnel, and following up on invoices.

• Perform other tasks as needed.

Qualifications:

• Minimum of 2-3 years of experience in an office or administration role.

• Proven ability to multitask and prioritize effectively in a fast-paced environment.

• Excellent communication, interpersonal, and organizational skills.

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).

• Strong problem-solving and analytical skills.

• Ability to work independently and as part of a team.

• Familiarity with basic IT concepts and troubleshooting (preferred).