Westwood Professional Services

The Division Coordinator is responsible for supporting business initiatives and assisting the leadership team within the division, ensuring the efficient operation and coordination of administrative functions as directed by the Division Leader. This role serves as a key operational partner to division leadership - managing data integrity in business systems, facilitating information flow, coordinating logistics, and enabling leaders to focus on strategic and client-facing priorities.

The Division Coordinator works collaboratively with other Division Coordinators and Corporate Service representatives to implement company-wide initiatives, support data management activities, and drive process improvements. This position requires strong organizational skills, the ability to handle confidential information with discretion, and the capacity to independently manage multiple assignments in a fast-paced consulting environment. Domestic travel is required.

Duties and Responsibilities:

• Provide high-level administrative and operational support to the Division Leader and other leaders within the division.
• Collaborate with other Division Coordinators and Corporate Service representatives to implement company-wide initiatives, business support activities, data management tasks, data validation activities, and process improvements.
• Input, maintain, and verify business-critical data in Deltek Vantagepoint and other ERP/CRM systems used by the division, ensuring accuracy and completeness.
• Train team members on the standards and effective use of ERP/CRM systems within the division.
• Communicate division administrative standards and processes to the administration and project coordination teams within the division.
• Facilitate aggregation of financial information to the Division leadership including, but not limited to, invoicing, prebill reserves, write-offs, and unapplied cash.
• Facilitate the flow of financial information from the Division Leader to the division leadership team.
• Manage the billing team and invoicing process for Power.
• Support division communication and information management platforms.
• Prepare meeting agendas, document key decisions, and track follow-up actions for division meetings.
• Assist in planning division events.
• Travel domestically as required to support division operations and leadership needs.

 Required Qualifications:

• Bachelor's degree or equivalent job-related experience.
• Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.
• Strong verbal and written communication skills, with the ability to interact effectively with employees at all levels of the organization.
• Demonstrated ability to handle confidential and non-routine information with discretion.
• Highly organized and detail-oriented, with the capacity to independently manage multiple assignments, set priorities, and work with limited direct supervision.
• Ability to adapt to ever-changing work environments and thrive in a fast-paced professional services setting.

Preferred Qualifications:

The following qualifications are preferred but not required for consideration:

• Proficiency in Deltek Vantagepoint ERP system.
• Prior experience in an administrative coordination or operations support role within a professional services or consulting firm.
• Experience supporting senior leadership in a multi-office or division-level capacity.
• Experience in Power and Data Models.
• A background in finance.

Competencies Required:

• Organization & Attention to Detail: Manages competing priorities with precision and discipline, ensuring accuracy across data systems, meeting materials, and administrative deliverables.
• Confidentiality & Discretion: Handles sensitive business, financial, and personnel information with the highest level of professionalism and trustworthiness.
• Communication Skills: Communicates clearly and professionally in written and verbal formats across all levels of the organization, from support staff to division leadership.
• Adaptability: Thrives in a dynamic, fast-paced consulting environment, adjusting readily to changing priorities, new systems, and evolving business needs.
• Technology Proficiency: Skilled in Microsoft Office Suite and ERP/CRM platforms such as Deltek Vantagepoint, with a willingness to learn new tools and train others on system standards.
• Initiative & Self-Direction: Proactively identifies tasks that need attention, takes ownership of assignments, and delivers results with limited direct supervision.
• Collaboration: Works constructively with Division Coordinators, Corporate Services, and division leadership to implement initiatives and maintain consistent administrative standards across the organization.
• Service Orientation: Approaches the role with a genuine commitment to supporting leadership effectiveness and enabling the division to operate smoothly and efficiently.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

About Westwood Professional Services, Inc. (Westwood)

At Westwood, our purpose is to create a better world for people through our work. We transform the energy grid, design resilient infrastructure, and develop communities that will flourish today and for future generations. With over 50 years of experience and a legacy of innovation, we stand at the forefront of our industry, dedicated to understanding the unique needs of the markets we serve.

Our approach revolves around people. We are committed to building a culture that attracts, retains, and develops high performers. Our team values relationships, innovation, dedication, initiative, and growth. We believe fostering a collaborative “One Team” mentality yields superior outcomes in everything we do.

We customize our technical capabilities and geographic reach to meet our clients where they are and help them realize their vision. We are partners in our clients’ success, driving to provide solutions that make a lasting difference. Safety, sustainability, and operational excellence are not just facets of our work; they are intrinsic to our identity, guiding every decision we make.

We are deeply invested in the communities we serve. Through our projects and giving-back initiatives, we enrich the lives of those we serve, engage others within our industry, and create a lasting impact on communities around the world. To us, success transcends the completion of projects; it is reflected in the lives we have positively impacted by our work.

Join us in creating a better world.

In 2025, Westwood was recognized as #77 on the ENR Top 500 Design Firms. Additionally, Westwood was ranked #5 for ENR's Top Design Firm for Solar, #6 for Battery Storage, and #3 for Wind (2025). The firm consistently ranks on the industry's top 25 lists and receives recognition for its involvement in award-winning projects nationwide.

Westwood provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws. We believe that diverse backgrounds strengthen our business. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.