Finance & Operations Specialist

Benefits

• 401(k)
• Company parties
• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Greenlink Energy Solutions is building the next generation of commercial clean energy infrastructure—designed for performance, resilience, and long-term value. We partner with organizations to deliver intelligent energy systems that reduce risk, control costs, and strengthen operational independence.

We are seeking a highly organized, proactive, and tech-savvy Finance & Operations Business Specialist to support critical internal operations across finance, legal, grant administration, and company-wide business systems. This role is ideal for a highly capable project manager who thrives in fast-paced environments, excels at creating structure, and can manage multiple cross-functional priorities while keeping projects and processes moving forward.

This position serves as a key internal operational leader responsible for driving organization, accountability, and execution across administrative, legal, and financial operations.

Position Overview

The Finance & Operations Business Specialist plays a central role in coordinating internal business operations, supporting cross-departmental projects, and maintaining efficient administrative systems. This individual will work closely with leadership, finance teams, and in-house counsel to oversee documentation, project tracking, compliance reporting, and operational process management.

The ideal candidate is highly organized, detail-oriented, and confident in managing multiple moving pieces across departments. This role requires strong communication, project coordination, and systems management skills, along with the ability to identify opportunities to improve workflow, accountability, and internal efficiency.

Key Responsibilities

Financial Operations Support

• Coordinate billing documentation, approvals, invoice tracking, and administrative financial workflows
• Assist with internal financial reporting preparation, documentation management, and operational recordkeeping
• Organize vendor records, purchasing documentation, and internal financial files
• Support finance-related projects, data tracking, and operational reporting initiatives
• Submit PandaDoc billing requests and ensure supporting documentation is complete, accurate, and properly maintained
• Assist with QuickBooks, spreadsheet tracking, and other financial administration tasks

Legal Documentation & Contract Management

• Prepare, organize, and maintain legal and operational documents as requested by leadership
• Maintain centralized records of contracts, agreements, compliance records, and business documentation
• Categorize, file, and ensure accessibility of documentation across departments
• Manage document tracking and version control to maintain accuracy and consistency
• Support in-house counsel with legal administrative coordination
• Maintain confidentiality and organization of sensitive business records

Grant Administration & Reporting

• Coordinate and manage monthly grant reporting requirements
• Gather, compile, verify, and organize financial and operational data for grant submissions
• Ensure grant reports are completed accurately and submitted on time
• Maintain organized grant documentation, compliance records, and reporting files
• Assist with grant-related project tracking and deadline management

Project Management & Operational Coordination

• Manage and coordinate internal operational projects across finance, legal, administration, and leadership teams
• Develop project timelines, track deliverables, and ensure deadlines are met
• Monitor cross-functional tasks, follow up on action items, and maintain accountability across departments
• Support leadership with project planning, process development, and operational execution
• Identify opportunities to improve internal systems, streamline workflows, and enhance organizational efficiency
• Maintain strong visibility over ongoing administrative and operational priorities

Systems & Administrative Operations

• Manage and maintain internal systems, digital workflows, CRM platforms, and operational databases
• Coordinate administrative systems, including KeyCafe access and internal tracking
• Support internal software platforms to ensure operational efficiency
• Identify and implement process improvements for administrative and reporting systems
• Maintain accurate digital records and organized internal documentation

Inventory & Administrative Support

• Maintain inventory records for office equipment, supplies, and company merchandise
• Coordinate with internal teams to ensure accurate inventory tracking and documentation
• Support operational recordkeeping, administrative systems, and reporting documentation
• Assist leadership with day-to-day administrative project follow-through

Qualifications

• 3+ years of experience in project management, business operations, operations coordination, or administrative management
• Strong ability to manage multiple projects, timelines, and cross-functional priorities
• Highly tech-savvy with experience learning and managing multiple software platforms
• Experience supporting finance operations, legal administration, or internal business systems
• Strong organizational skills with exceptional attention to detail
• Excellent communication, follow-up, and problem-solving abilities
• Ability to work independently and maintain accountability across projects
• Proficiency in Microsoft Office, Google Workspace, Excel, and project tracking tools
• Experience with CRM systems and digital document management platforms
• Preferred: Experience supporting grant administration, grant reporting, or compliance coordination
• Preferred: Paralegal, finance administration, accounting support, or operations management background
• Preferred: Experience with PandaDoc, QuickBooks, Monday.com, or similar operational platforms

Why Greenlink?

At Greenlink, we value accountability, innovation, and operational excellence. This role offers the opportunity to become a key contributor within a growing clean energy company—supporting the financial, legal, and operational infrastructure that helps drive meaningful business growth.