Careers are Built through Clean Energy Management at BHE Montana LLC in Palm Beach Gardens, FL

At BHE Montana located in Palm Beach Gardens, FL our employees can build solid, sustainable careers and grow in the green energy industry. We are a clean energy management company serving customers throughout North America. Come join a dynamic, growing team that believes in utilizing the ability, knowledge & passion of our employees to drive clean energy services for the power grid of tomorrow.

BHE Montana – Careers in Clean Energy Management Career

At BHE Montana, your future is important to us. We maintain that our employees are the backbone of our continued success. We proactively look for ways to provide growth and enrichment for our associates and local communities to thrive.

Shape your future and come join an energetic and innovative team with a focus on moving clean energy forward!

We offer a very robust Benefits Package which includes: Medical, Dental, Vision, Company Paid Disability Insurance, Company Funded Health Reimbursement Account (HRA), 401k Matching & Vesting Upon Date of Hire, Paid Time Off (PTO), Paid Holidays and much more!!**

**We do offer full relocation packages as applicable**

EEOC

BHE Montana, LLC. is an Equal Opportunity Employer. All aspects of consideration for employment and employment with the Company are governed on the bases of merit, competence, and qualifications without regard to race, color, religion, sex, national origin, age, disability, veteran status, sexual orientation, or any other category protected by federal, state, or local law.

To apply, click the desired job title below:

Human Resource Generalist/Recruiter

Job purpose/Position Summary

The Human Resource Generalist will report to the Director of Human Resource and support the full scope of Human Resources activities including but not limited to full cycle recruitment, onboarding, training, performance management, career pathing, development, counseling and discipline, maintaining the accuracy of the Human Resource Information Systems (HRIS) and filing systems and benefits administration while consistently modeling and enforcing company policies and practices.

Primary Duties and responsibilities

The duties and responsibilities of this position include, but are not limited to, the following:

  • Responsible for the full cycle recruitment needs of the company
  • Successfully source and attract talent through multiple channels; screen incoming resumes, interview, and facilitate the hiring of qualified job applicants for open positions
  • Collaborate with hiring managers to understand skills and competencies required for openings
  • Facilitate employee onboarding, orientation, and training
  • Oversee and maintain the functions and accuracy of the Human Resource Information System (HRIS), including supporting the installation, customization, development, maintenance, and upgrades to applications, systems, and modules
  • Manage access, permissions, and similar system operations for HRIS users; provide technical support, troubleshooting, and guidance to HRIS users
  • Compile or assist with running requested reports
  • Ensure system compliance with data security and privacy requirements
  • Maintain the company’s Human Resources policies, procedures, personnel files, and records; ensure compliance with policy and procedure changes
  • Assist with the administration of the performance management program to ensure timely, accurate, and approved reviews that align with company standards
  • Support the employee discipline process as directed, including investigations
  • Assist with investigations as directed
  • Assist in the administration of employee benefits programs, including the annual renewal process
  • Responsible for benefits enrollments, benefits changes/updates, handling qualifying events, COBRA administration, and ensuring the accuracy of the employee database and files
  • Audit all monthly premium statements to ensure accuracy before forwarding to AP for payment; follow up with carriers to receive credits as needed
  • Assist employees with benefit questions and/or claims as needed
  • Assist with completing benefits reporting requirements and compliance as directed
  • Perform other duties as assigned

Position Requirements

  • Bachelor’s degree in Human Resources, Business Administration, or related field preferred
  • 3-5 years of human resources experience covering the full scope of HR activities, including recruitment, onboarding, benefits administration, performance management, development, employee counseling and discipline, and HRIS administration
  • Highly proficient in Microsoft Office
  • Strong communication skills: ability to communicate effectively, both verbally and in writing
  • Strong interpersonal skills: ability to develop and maintain good relationships with others, foster teamwork, and work effectively with all levels in the organization
  • Detail-oriented, highly organized, and adept at systematic filing and record-keeping
  • Must exhibit the highest degree of professionalism, courtesy, and always maintain confidentiality
  • Highly motivated self-starter; proactive and willing to take initiative
  • Team player; willing to help without being asked
  • Pleasant and positive attitude with the ability to remain poised under pressure
  • Strong customer service skills: ability to provide a high degree of customer service and responsiveness within the organization
  • Strong project and time management skills; ability to effectively prioritize workflow, manage changing priorities, drive projects to completion, and meet deadlines
  • Ability to work well independently and complete responsibilities with little or no supervision

Physical Demands/Work Environment

  • This position will be based at BHE Montana office in Great Falls, MT, with limited travel to the corporate office in Palm Beach Gardens, FL
  • This position is primarily office-environment based with substantial sitting and limited standing or walking required
  • Prolonged periods sitting at a desk and working on a computer by viewing computer monitors and typing.
  • Occasional lifting, carrying and/or moving items up to 25 pounds at times.
  • The noise level in the work environment is usually moderate
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Direct Reports

None

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NERC Certified System Operator

Job purpose/Position Summary

The System Operator manages Balancing Authority (BA), Generator Owner (GO), and Generator Operator (GOP) operations, hourly optimization for the purpose of positively impacting the assets P&L, forecasting, hourly scheduling of interchange transactions, monitoring, and reporting of real-time functions from BHE Montana’s Network Operations Center (NOC).

These responsibilities include real-time operation of the Company’s balancing authorities, generation projects, and scheduling of third-party energy resources, while ensuring grid reliability and continuous compliance with all NERC, and Western Electricity Coordinating Council (WECC), BA, GO, and GOP reliability standard requirements. This position also requires compliance with Alberta Reliability Standards (ARS), and AESO ISO rules for dispatch of Generator Owner (GO), and Generator Operator (GOP) operations in Alberta.

Monitors and exercises independent judgment in the safe, reliable, and economic operation of generation assets based on guidelines provided by North American Electric Reliability Corporation (NERC) Operating Policies, Regional Council Policies and Operating Procedures, and Federal Energy Regulatory Commissions (FERC) Standards of Conduct for normal, emergency and restoration conditions.

Responsible for the coordination with third-party energy trading groups and as directed by third party trading groups, resubmittal of price/quantity pairs due to unplanned unit outages.

The System Operator position is also responsible for providing training to Associate System Operators.

The System Operator assists with the development, tracking, and monitoring of compliance training/programs, policies, procedures, and standards to meet compliance requirements.

The System Operator provides key information and operational reports to direct supervision and senior management.

Primary Duties and responsibilities

The duties and responsibilities of this position include, but are not limited to, the following:

  • Manage and execute an hourly resource strategy to optimally balance Company’s resource position within all NERC, FERC, WECC and other regulatory compliance obligations.
  • Reviews and approves substation switching, provides feedback to Field Personal, Site Manager and NOC Manager as required.
  • (35%) Ensure safe, reliable and economic operation of the Company’s facilities, balancing authorities and generation projects in compliance with applicable NERC and WECC BA, GO, and GOP reliability standards, and adhering to Critical Infrastructure Protection (CIP) security measures. Respond to system disturbances involving generation, substation, and transmission equipment, taking appropriate steps in conjunction with the Transmission Operator and Reliability Coordinator. Provide oversight for daily balancing authority reliability and comprehensive knowledge for the responsible operation of generation assets according to (Good Utility Practice) criteria and guidelines set by NERC, FERC, and the Regional Reliability Council. During both normal and emergency operating conditions, has the authority to take or direct timely and appropriate real-time actions. Has authority to curtail firm schedules to prevent potential NERC compliance violations due to unplanned outages. All these actions are performed without need to obtain approval from the company’s senior management.
  • (15%) Support the operations and maintenance activities by actively managing plant availability and reliability in conjunction with the Site Operations Managers and the Environmental team. Accommodate the Company’s environmental protection activities in conjunction with managing Control Performance Standards. Takes appropriate actions as needed during routine and emergency operations to ensure the reliability of the BA areas including those actions necessary to address operating emergencies, and energy emergencies, and to support the reliability of the Bulk Electric System.
  • (15%) Responsible for the review and submission to RC West next day generation plans and availability. Using SCADA operate plant within operational limitations for voltage control as directed by the Transmission provider to ensure regulatory compliance and reliability of the interconnected system. Coordinates requests for equipment outages through the RC West outage scheduler to ensure reliability of the inter-connected system.
  • (15%) Serve as liaison between reliability entities and commercial partners to ensure proper balance and optimization of assets given reliability constraints. Manage and purchase reserve positions and ancillary commercial products through bi-lateral contracts, system interfaces/markets, and/or reserve sharing group (RSG)/ Regional Area Control Error (ACE) control arrangements. Verify and confirm hourly and daily schedules through before and after-the-fact check outs and settlement review.
  • (10%) Responsible for third-party generation dispatch and scheduling services for other generation projects. Support reporting/settlement duties for the Company’s generation projects and third-party generation operations projects, as requested.
  • (5%) Provides training within the system operations department as well as to field personnel for writing of switching instructions. Supports the operations, work clearances, substation activities, and maintenance activities by actively managing plant availability and reliability, coordinating outages and including use of the Supervisory Control and Data Acquisition (SCADA) system and logging.
  • (5%) Perform any additional responsibilities, special assignments as requested or assigned.

Compliance and other functions

  • Ensure compliance with NERC and WECC reliability standards for BA & GOP as it relates to procedures, policies and guidelines, and real-time logging and other record-keeping procedures for NOC Operators/Operations, Work with the Compliance Team to implement new/updated reliability standards.
  • Support the implementation and utilize as required, Generation Management and Energy Management systems
  • Monitor, schedule, and manage BHE Montana switching operations and procedures.
  • Review company logging and work safety procedures and report any issues to management.
  • Provide feedback and revise procedures for NOC operations.
  • Assist in building third-party scheduling and integration services.
  • May represent BHE Montana’s grid and energy operations with external groups.
  • Support the operations and maintenance activities by actively managing plant availability and reliability in conjunction with the Site Operations Managers and the Environmental team
  • Support Asset Management and Environmental goals and activities through cooperation with the VP, Asset Management
  • May serve as liaison between reliability entities and commercial partners to ensure proper balance and optimization of assets given reliability constraints and forecast outages.
  • Support reporting/settlement duties for the Company’s generation projects and third-party generation operations projects, as requested.

Performance Expectations

  • Operate the company inter-connected generation assets in a highly reliable, safe manner in accordance with NERC and WECC reliability standards for BA & GOP as it relates to procedures, policies and guidelines, and real-time logging and other record-keeping procedures for NOC Operators/Operations.
  • Work with the Compliance Team to implement new/updated reliability standards.
  • Demonstrate a thorough knowledge of NERC Operating Standards by maintaining the NERC Reliability or Balancing Interchange Certification exam. This certification has been established by NERC to provide standards for those who operate bulk electric power systems in North America. Certification must be maintained by obtaining the required minimum hours of NERC approved continuing education over a three-year period. 30 hours must include simulated operations and 30 hours of training on NERC standards.
  • Demonstrate high level of customer focus, with emphasis on ensuring that system event and outage information is accurate and available in a timely manner for communication to NOC Manager, senior management, and third-party asset owner/operators.
  • Follow department procedures and utilize available human performance tools to ensure that instructions and communications with field personnel are clear and understood.
  • Supervise the responsibilities of real-time system operators and handle many responsibilities of the NOC manager, within determined and sometimes very tight time frames and with a high degree of accuracy.
  • May serve as liaison between reliability entities and commercial partners to ensure proper balance and optimization of assets given reliability constraints and forecast outages.
  • Support reporting/settlement duties for the Company’s generation projects and third-party generation operations projects. Revise, provide feedback, develop, and create procedures, policies, and guidelines for NOC operations.
  • Establish and maintain effective work relationships within the department and the company; and maintain the professional competence, knowledge, and skills necessary for the satisfactory completion of responsibilities during normal and sometimes high stress conditions.
  • Participate on teams that result in contribution to achievement of team goals and objectives, sometimes in a lead role of a project.
  • Demonstrate leadership by exercising the implicit authority granted to the system operator to take or direct timely and appropriate real-time actions during emergency and restoration conditions.
  • Abide by Federal law and company policy, which require strict adherence to the Standards of Conduct under FERC Order 889 in the discharge of all duties.
  • Support team efforts; build a spirit of participation and belonging; build group cohesiveness by emphasizing team objectives and reinforcing cooperation.
  • Maintain sensitive and confidential information regarding company information. Provide technical input to assist in development of project planning.
  • Support the company’s employee policies and procedures, including workplace safety rules. Monitors and enforces all NERC compliance requirements for area of responsibility.
  • Performs direct operations of assets in a highly reliable, safe manner in accordance with NERC and WECC reliability standards for BA & GOP as it relates to procedures, policies and guidelines, and real-time logging and other record-keeping procedures for NOC Operators/Operations.

Qualifications/Position Requirements

  • Bachelor’s degree in a technical field or equivalent combination of education and experience. (Typically, six years of related, progressive work experience would be needed for candidates applying for this position who do not possess a bachelor’s degree.)
  • One to five years of experience in electric operations.
  • Must maintain NERC certification status at the reliability coordinator or Balancing Interchange level. NERC requires this examination be successfully passed prior to allowing the individual to assume the responsibility of operating the bulk electric system within North America.
  • Technical knowledge related to the operation of the interconnected bulk electric system under normal, emergency and restoration conditions, including excellent understanding and familiarity with all areas of the company’s generation assets and, inter-connected Transmission system, as well as the EMS tools and network applications.
  • Demonstrate excellent understanding of balancing authority principles and practices, complex generation dispatch and NERC Compliance topics, and ability to train others on these topics.
  • Familiarity with the functioning of PI Datalink and/or PI Vision. Demonstrated ability to forecast daily generation, evaluate the best economic options to serve our customers, perform agency services, analyze trading activities savings, and multi-task during very stressful conditions. Experience with generation Energy Management Systems/Supervisory Control and Data Acquisition.
  • Knowledge of power system economics, especially economic dispatch and generator efficiency characteristics and real-time energy trading. Technical skills and knowledge related to understanding electric generation and power system operations.
  • Knowledge of applicable California ISO procedures and practices, with experience in one or more of the following energy markets preferred:
    • WECC interconnection
    • Western Energy Imbalance Market (EIM)
    • Alberta Electric System Operator (AESO)
    • Electric Reliability Council of Texas (ERCOT)
    • Midcontinent Independent System Operator (MISO)
    • PJM
  • Demonstrate problem-solving, resourcefulness and analytical skills to forecast and evaluate operational problems and optimize energy production while assuring reliability standard and guideline compliance.
  • This position is expected to operate any of the NOC Desk (Balance & Interchange Operator, Scheduling and AESO Dispatch) as assigned.
  • Familiarity with challenges of wind power generation, forecasting, and scheduling

Skills/Abilities

  • Strong communication skills; ability to communicate effectively, both verbally and in writing
  • Strong business acumen and ability to optimize variables.
  • Solid analytical skills
  • Ability to effectively manage and direct emergency operations.
  • Ability to perform well under tight deadlines and emergency conditions, and to make prudent decisions in a time-compressed environment
  • Ability to effectively coordinate/manage multiple tasks simultaneously.
  • Excellent computer capabilities
  • Performs well under tight deadlines and emergency conditions, is capable of making decisions in a time compressed environment.
  • Must be adaptable to change and have the ability to prioritize responsibilities.

Working conditions (Location /Conditions)

  • Company BA and GOP OC in Palm Beach Gardens, FL
  • CIP-compliant environment requiring implementation of limited access protocols and other security measures.
  • Must be on-call and available to support 24-hour operations
  • Must be available to work 12.5-hour shifts, with additional flex time work scheduling as needed.
  • Must be available to work a shift schedule that includes nights, weekends, and holidays

Physical requirements

  • Ability to actively manage BHE Montana BA control systems and to communicate effectively with operational partners using phone, electronic, and written methods.
  • Ability to actively monitor and/or manage BHE Montana third-party scheduling services and to communicate effectively with counterparties using phone, electronic, and written methods.
  • Required to use a computer for extended periods of time.
  • Ability to lift 25 pounds.

Direct Reports

None

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Project Engineer

Job purpose/Position Summary

The Project Engineer is responsible for managing and maintaining equipment which is used to monitor and control generation assets such as Battery Energy Storage System (BESS), solar and wind units plant logic, control systems and engineering systems. The Project Engineer completes technical work and directs others in the planning, designing, development, procurement and construction of electric generation projects, and additions, changes, or maintenance to projects. The position directs, coordinates, and exercises functional authority for planning, organization, control, integration, and completion of engineering projects of moderate size and complexity. Accountable for project engineering decisions as Owners Engineer or oversees contractors who provide Owners Engineering on projects. Review engineering design completed by design engineers and engineering, procurement, and construction (EPC) contractors to assure the design meets the project requirements. Provide and manage technical support for capital projects from conceptual development to completion. This position will be focused on optimizing overall operations by supporting operations and maintenance activities with excellence, accountability, and best practice-based solutions.

Primary Duties and responsibilities

Ensures the reliable, efficient and safe operation of all controls and measurement systems at the battery, solar and wind facilities. Provides suppots to on-site Technicians (i.e., Solar Techs) in daily operational and control issues. Test, maintain and modify the existing systems to meet operational targets and NERC compliance. Supports engineering services for the planning, design and construction of electric substations, battery, solar, wind and natural gas generation, and for transmission interconnections. Conducts electrical engineering studies and investigations and prepares oral and written reports. Works as a liaison to coordinate the planning, design, and construction of new electric generation equipment with key stakeholders.

Manages outside engineering services to accomplish the assigned work. Reviews engineering studies, plans, specifications, calculations, evaluations, design package from EPC contractors for compliance with engineering principles, company standards, and contract requirements and specifications.
Supports project management with the scheduling, design, estimates, engineering specifications, drawings, materials procurement, construction contracts, cost tracking and project cost projections. May manage multiple electrical contractors on a project site to support planned and unplanned maintenance, and new construction. Provides technical input to assist in the development of project planning.

Tracks and manages required maintenance and testing for existing electrical equipment at substations and for battery, solar, wind or natural gas generation facilities. Monitor and ensure regulatory compliance inspections, testing, and documentation are conducted in accordance with established procedures, standards, and protocols, and the applicable compliance reporting is accurate and submitted on time. Supports Asset Management in the performance of regular and systematic operational and compliance audits and assessments to ensure the compliance record is always complete and audit ready. Ensure the timeliness and accuracy of monthly operation reports.

Develop detailed design specifications and prepare bid packages for external engineering services and similar contracts to support the needs of the business.

Responsible for overseeing the specification, design, and maintenance of electrical equipment such as transformers, breakers, and protective relays. Oversee installation, inspection, and commissioning of new equipment.

Conduct site inspections to ensure adherence to engineering standards. Review and evaluate equipment performance, analyze tests performed by operations and maintenance teams for compliance with engineering principles, company standards and compliance standards (FERC, NERC, WECC). Support the preparation of annual production, revenue, and expense budgets and related analyses. Support Asset Management by tracking and explaining variances to the budget and create recurring reports on project performance for management review.

Support the Request for Information (RFI) and Request for Quote (RFQ) Request for Proposal (RFP), and the authorization for expenditures (AFE) request process.

Provides engineering assistance to other departments and technical leadership to staff and recommends alternative solutions to management in area of specialty on engineering solutions to meet business needs. Interface with wind farm staff and the BA (Balancing Authority) Operations Center staff to identify and execute opportunities to improve the operational and commercial performance of operating assets. Monitor operational and generation performance metrics.

Subject matter expert for regulatory compliance (FERC, NERC, WECC) and support the Generation Owner/Generation Operator (GO/GOP) NERC compliance program.

Position Requirements

  • Bachelor’s degree in electrical engineering from an accredited institution
  • A minimum of five years of industry experience in industrial power systems or electric utility power systems; including experience performing highly technical work of a specialized nature with exposure to business/financial and contractual matters.
  • Advance technical degree or professional engineer (PE) license preferred.
  • Demonstrated knowledge and application of principles in electrical engineering, federal laws, regulations, and National Electric Codes.
  • Knowledge of relevant policy, procedures, laws, and regulations, with the ability to analyze and evaluate complex proposals and submit written comments.
  • Advanced project management skills with the ability to act as a team leader, maintain project timelines, budgets, and deliver on commitments.
  • The demonstrated ability to lead projects and work with others effectively in a diverse working environment.
  • Advanced computer skills including competency with spreadsheets, word processors, presentation tools or a demonstrated ability to learn such skills.
  • Strong communication skills with the demonstrated ability to communicate complex information accurately and understandably in written and verbal form.
  • Effective oral and written communication skills
  • Excellent interpersonal skills, a customer service focus, and the ability to work both independently or as a member in a team-oriented environment and to recognize when collaboration with or input from others is necessary. This includes the ability to provide instruction, guidance, and information to others.
  • Ability to read and interpret complex technical documents.
  • Effective analytical, problem-solving, and decision-making skills; ability to analyze complex issues and formulate a strategic plan.
  • Ability to travel overnight as required.

Physical Demands/Work Environment

  • Position is primarily office based and located in Great Falls, MT with travel to generation facilities located in Kevin, Montana and Ethridge, Montana, and travel to company offices in Palm Beach Gardens, FL.
  • Office and fieldwork required.
  • Required to work indoors in an office setting for extended periods of time.
  • Must be able to work in various weather conditions, including cold temperatures, snow, rain, and heat.
  • Occasional lifting, carrying, and/or moving items up to 35 pounds at times.
  • Must be able to climb a wind turbine generator and follow boundary limits and required safety PPE when working around high voltage electrical equipment.
  • Must have a valid driver’s license.
  • The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Direct Reports

TBD

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Senior EIM (Energy Imbalance Market) Operations Analyst

Job purpose/Position Summary

The Senior Energy Imbalance Market (EIM) Operations Analyst is responsible for processing, checkout, verification of control area interchange. Responds to short-term requests for transmission service, and accounting of control area inadvertent energy. Oversees the scheduled and actual interchange in the aspects of pre-schedule, real-time, and after-the-fact. Provides support for Western Energy Imbalance Market operations.

Primary Duties and responsibilities

  • Complete training to become fully qualified as a EIM Operations Analyst system operator within 12 months of starting the training program.
  • (20%) Performs transmission interchange pre-scheduling, real-time, and “after-the-fact” functions including review of e-tags, hourly checkout, daily checkout, problem-solving and reconciliation of scheduled/actual interchange.
  • (20%) OASIS Administration, including responding to short-term requests for transmission service and create/update outage postings.
  • (20%) Maintains situational awareness and effective communications with Company’s Balancing Authority Operator and Transmission System Operator in regard to system performance.
  • (20%) Provides support to the Energy Imbalance Market operations by:
    • Analyzing information and providing hour-ahead and day-ahead support for EIM participation.
    • Providing interchange and intra-change schedules to the EIM.
    • Monitoring transmission and resource contingencies in real-time, and updating transmission interchange and EIM participation, as per established criteria.
  • (10%) Maintains communications with the management team regarding operational performance of Company’s electric system. Provides training to other employees on area of expertise.
  • (10%) Ensures all compliance aspects of position are known and followed; understands and complies with all policies, codes, and regulations applicable to position and company.
  • Performs related duties as requested or assigned

Position Requirements

  • Associate degree from an accredited school and/or trade school certification (Typically, two years of related, work experience would be needed for candidates applying for this position who do not possess an Associate degree and/or trade school certification).
  • 0 to 1 year of experience in electric operations.
  • Must obtain and maintain NERC certification status at the reliability coordinator or Balancing Interchange level. NERC requires this examination be successfully passed prior to allowing the individual to assume the responsibility of operating the bulk electric system within North America.
  • Demonstrate problem-solving, resourcefulness and analytical skills.

Skills/Abilities

  • Strong communication skills; ability to communicate effectively, both verbally and in writing
  • Solid analytical skills
  • Ability to perform well under tight deadlines and emergency conditions, and to make prudent decisions in a time-compressed environment.
  • Ability to effectively coordinate/manage multiple tasks simultaneously.
  • Excellent computer capabilities
  • Must be adaptable to change and have the ability to prioritize responsibilities.

Working conditions (Location /Conditions)

  • Company Control Center in Great Falls, MT
  • CIP-compliant environment requiring implementation of limited access protocols and other security measures.
  • Must be available to work a 12-hour shift schedule that includes nights, weekends, and holidays
  • Must be available to work 12.5-hour shifts, with additional flex time work scheduling as needed.
  • Must be on-call and available to support 24-hour operations

Physical requirements

  • Ability to train on BHE Montana control systems and to communicate effectively with operational partners using phone, electronic, and written methods.
  • Required to use a computer for extended periods of time.
  • Ability to lift 25 pounds.

Direct Reports

None

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Senior Executive Assistant/Business Administrator (Executive Support and Office Operations and Administration)

Job purpose/Position Summary

This dynamic role demands a high-performing go-getter with a “get it done” attitude and requires an administrative professional with a strong background in executive support in a corporate environment and at times will act as a project/assignment leader. The Senior Executive Assistant/Business Administrator will report to the President and the Director of Human Resources and is responsible for providing comprehensive leadership, planning, follow up and administrative support in various areas. This role plays a vital part in ensuring smooth business operations, efficient management of administrative tasks, and effective communication within the organization. The ideal candidate will anticipate needs, think critically, and offer solutions to problems with a high level of discretion, professionalism, and confidentiality. The individual in this position will need to possess strong organizational skills, attention to detail, and the ability to multitask effectively.

Primary Duties and responsibilities

Executive Leadership, Planning and Project Support

  • Coordinate communication between the president and external stakeholders and internal leaders, ensuring timely responses and follow-ups
  • Attends meetings as scheduled/directed for note taking and responsible for follow up needed post meeting
  • Acts as a project manager of deliverables as assigned
  • Understand the organizations goals and priorities to align tasks accordingly
  • Prepare regular reports for the president on project status, key milestones, and performance metrics
  • Liaise with internal and external executives on various projects and tasks
  • Prepare materials for meetings, including agendas, presentations, and reports
  • Assist in managing the president’s calendar, schedule appointments, and coordinate meetings
  • Prepare reports, presentations, and other documents as needed
  • Handle correspondence, emails, and phone calls on behalf of the president as requested (up to you if you would like this role to work in your email)
  • Prioritize trust, integrity, and ethical conduct.
  • Uphold the integrity and reputation of the president and the organization.

Travel/Expense Report Approvals:

  • Coordinate and arrange travel itineraries for specific employees, including flights, accommodations, ground transportation, and other travel-related services
  • Ensure compliance with the company’s travel policies and procedures
  • Monitor travel expenses and seek cost-effective options whenever possible
  • Maintain accurate travel records and provide necessary documentation for reimbursement
  • Review and validate expense reports submitted by employees for accuracy, policy compliance, and appropriate supporting documentation
  • Approve or reject expense reports based on established guidelines
  • Collaborate with employees to resolve any discrepancies or issues related to expense reports
  • Communicate reimbursement processes and policies to employees

Scheduling:

  • Manage and maintain executives’ and teams’ calendars by scheduling meetings, appointments, and conferences
  • Coordinate with internal and external stakeholders to schedule and confirm appointments
  • Perform duties to support meetings including coordinating conference room, ordering and setting up catering, and cleaning up after meetings
  • Handle rescheduling and cancellations as necessary, ensuring minimal disruption to business operations
  • Anticipate and proactively resolve scheduling conflicts or overlapping commitments
  • Organize and coordinate special onsite and offsite events for the Company

File & Contract Maintenance:

  • Assist with the filing and organization of contracts and legal documents
  • Assist with organizing document management systems, filing, and record-keeping activities; manage offsite storage of records
  • Ensure contracts are accurately filed, updated, and easily accessible
  • Collaborate with relevant departments to gather necessary documentation for contract filing
  • Maintain confidentiality and security of sensitive contract information
  • Ensure appropriate disposal of confidential information
  • Responsible for maintaining all current and past contracts and COIs as required

Internal Publications:

  • Update Staff Directory and distribute/post for all employees.

Position Requirements

  • Bachelor’s degree in business administration, management, communications, or a related field (or equivalent work experience)
  • Minimum 5+ years’ experience in an administrative role directly reporting to a senior executive or team
  • Familiarity with the energy sector is a plus.
  • Experience handling a wide range of Human Resources, administrative and office support related tasks preferred.
  • Highly Proficient in Microsoft Office
  • Familiarity with travel management systems and expense reporting tools is desirable.
  • Experience planning and coordinating meetings, projects, and special events
  • Strong project and time management skills; ability to effectively prioritize workflow and stay on top of constantly changing priorities to drive projects to completion and to meet deadlines
  • Excellent attention to detail and accuracy in handling documentation and records
  • Ability to maintain confidentiality and handle sensitive information appropriately
  • Effective communication skills, both verbal and written, to interact with individuals at all levels of the organization.
  • Ability to work well independently and as part of a team; must have hands-on attitude for working in a small company environment
  • Ability to adapt to changes in job responsibilities and/or work schedule
  • Must enjoy the administrative challenges of supporting an office of diverse people

Physical Demands/Work Environment

  • This position will be based at BHE Montana office in Great Falls, MT with limited travel to the corporate office in Palm Beach Gardens, FL
  • This position is primarily office-environment based with substantial sitting and limited standing or walking required.
  • Prolonged periods sitting at a desk and working on a computer by viewing computer monitors and typing.
  • Occasional lifting, carrying and/or moving items up to 25 pounds at times.
  • The noise level in the work environment is usually moderate

Direct Reports

None

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