2 Administrative Supervisor jobs in Madison

**Job Overview:**
APTIM's Energy Transition team is seeking a proactive and detail-oriented **Administrative Support Specialist** to join our Focus on Energy Administration team. This role plays a critical part in the success of Focus on Energy programs by owning critical administrative processes, delivering thoughtful, solutions-oriented service to customers and stakeholders, and contributing to compliance and data analysis efforts. With a strong focus on systems, accuracy, and customer service, this position supports both daily operations and long-term goals program goals.
As a key member of the administrative team, the **Administrative Support Specialist** will lead essential administrative and operational functions, contribute to internal and external compliance activities, develop and maintain contact center reporting and data insights, provide backup support to the customer service team, and serve as a liaison across departments and to external partners. The ideal candidate will be resourceful, collaborative and committed to operational excellence and high-quality service that contributes to the overall success of the Focus on Energy portfolio.
Focus on Energy is Wisconsin's statewide energy efficiency and renewable energy program, serving 107 utilities and supporting nearly 200,000 utility customers annually. APTIM has served as Program Administrator since 2011, helping deliver measurable energy savings and high-quality customer support.
APTIM's Energy Transition team is a recognized leader in the marketplace. Our technical experts deliver highly innovative projects and complex client solutions providing the full breadth of energy solutions including energy management, carbon management, smart energy infrastructure, distributed energy resources (DER), and carbon-free mobility solutions. Our consultant proactively collaborates with clients to define and implement strategies and campaigns around key business drivers, with the primary focus of finding and delivering high-impact projects exceeding expectations and meeting the unique needs of our commercial and retail clients.
**Key Responsibilities/Accountabilities:**
+ Coordinate and execute a wide range of administrative tasks to support program operations and team efficiency.
+ Support both internal and external compliance activities, including audit preparation, document and contract deliverable tracking, and quality assurance reviews.
+ Provide backup support for the customer service team by responding to inquiries via phone, email, and Zendesk, ensuring timely and professional service to program participants.
+ Develop and maintain customer service dashboards and reports using Zendesk and Excel; analyze and share actionable insights with internal teams.
+ Manage the Trade Ally registration process and facilitate necessary updates and communications across systems and teams.
+ Monitor ACH payment requests and coordinate with internal teams to ensure timely, accurate system updates.
+ Act as a liaison across departments and with external stakeholders to support collaboration and effective communication.
+ Identify opportunities for improved processes and tools; contribute to ongoing efficiency improvements.
+ Support a positive, inclusive team culture by actively participating in meetings, trainings, and knowledge-sharing activities.
+ Ensure compliance with all APTIM quality and safety policies as well as OSHA regulations.
+ All other duties as assigned.
**Basic Qualifications:**
+ High school diploma or GED.
+ 2-4+ years of progressively responsible experience in administrative operations or customer service.
+ Proven success managing complex workflows and balancing multiple priorities with accuracy and efficiency.
+ Skilled in analyzing data, identifying trends, and recommending process improvements.
+ Ability to manage multiple priorities and meet deadlines in a collaborative team environment.
+ Strong written and verbal communication and collaboration skills.
+ Proven experience developing and maintaining relationships with internal colleagues and external stakeholders.
+ Self-starter with the ability to manage time, work independently and prioritize projects within established deadlines and handle multiple tasks simultaneously.
+ Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook and SharePoint).
+ Experience with CRM systems and tracking systems.
**Desired/Preferred Qualifications:**
+ Associate or bachelor's degree.
+ 1+ years in the energy efficiency industry.
+ Experience using Zendesk, Microsoft Dynamics 365, and/or Formstack.
+ Previous experience supporting utility or incentive-based programs.
+ Experience analyzing customer service data and/or building reports and dashboards.
**About APTIM:**
APTIM is committed to accelerating the transition toward a clean and efficient energy economy, building a sustainable future for our communities and natural world, and creating a more inclusive and equitable environment that celebrates the diversity of our communities. We specialize in environmental, resilience, and sustainability and energy solutions, as well as technical and data solutions, program management, and critical infrastructure. For every challenge our clients face, there is an opportunity for APTIM to innovate a fit-for-purpose solution that will raise your organization or community to a new standard of excellence.
What you can expect from APTIM:
+ Work that is worthy of your time and talent
+ Respect and flexibility to live a full life at work and at home
+ Dogged determination to deliver for our clients and communities
+ A voice in making our company better
+ Investment into your personal and professional development
As of the date of this posting, a good faith estimate of the current pay range for this position is $24.00 to $28.00 per hour. Compensation depends on several factors including experience, education, key skills, geographic location of the position, client requirements, external market competitiveness, and internal equity among other employees within APTIM.
Aptim Environmental & Infrastructure, LLC is committed to providing an extensive range of benefits that protect and promote the health and financial well-being of our employees and their families through the APTIM Benefits Marketplace .
+ Medical, vision, and dental insurance: Through the marketplace, our employees can choose benefits from five metallic levels and 10+ carriers to find the right benefits that work for them in their location.
+ Life insurance
+ Short-term and long-term disability insurance
+ Paid holidays, vacation, and sick leave (eligibility based on company policy and applicable law)
+ 401(k) APTIM offers three 401k plans through the Aon Pooled Employer Plan (PEP). The specific plan you are eligible for depends on the business unit you are in. The details of the largest plan are found here:
+ APTIM (k) Plan Features (makeityoursource.com) ( APTIM - Helpful Documents
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**About APTIM - In Pursuit of Better**
Equal Opportunity Employer Minorities/Women/Protected Veterans/Disabled
Applicants with a physical or mental disability who require a reasonable accommodation for any part of the application or hiring process may make their request known by e-mailing or calling for assistance.
EOE/Vets/Disability