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Office Manager

Location: New York, NY, United States
Date Posted: 07-31-2017
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Job Description:
The Office and Administration Supervisor will perform a variety of administrative, logistics or commercial tasks.
Other responsibilities will include office(s) search and negotiation,  IT equipment maintenance, ordering of supplies and of ancillary services,  financial and operational records keeping, liaising with insurance brokers, coordinating meetings, conferences and business trips.
 
Responsibilities
•Identifying, visiting and short-listing an office(s) for our company, equipping it with IT, furniture and utility services. Maintaining relationship with the office owner.
•Anticipating and collecting supplies needs; placing and expediting purchase orders for supplies or service orders; researching new suppliers; verifying receipt of supplies.
•Ensuring functionality of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
•Resolving administrative problems by establishing office policies, writing, updating and maintaining associated procedures, coordinating the preparation of reports, analyzing data and identifying solutions.
•Guaranteeing proper business risks coverage by maintaining adequate insurance policies;
•Ensuring that a correct recordkeeping system prevails and that documents are named and archived as per the Group quality procedures. Liaise with HQs quality department.
•Defining and safeguarding letterheads, signature and logo templates for all NA legal entities, ordering business cards and ensuring that all documents forms are compliant with the Group quality mandate.
•Acting as the main point of contact for the HQs administration and accounting department, making sure that invoices are registered, paid and that actual costs are reconciled with budget
•Assisting in the preparation of recurrent reporting and in tracking operational indicators;
•Maintaining the North America contacts list database and membership with the Industry Associations;
•Assisting the VP in the preparation of team events;
•Establishing and reconciling the expense reports for the team;
•Providing general support to HQs visitors (hotel booking, car rental and transportation, flight booking, typing…).
 
Other responsibilities include:
•Answer and direct phone calls;
•Book travel arrangements;
•Organize and schedule appointments;
•Write and distribute email, correspondence memos, letters, faxes and forms;
•Type, proofread, file and schedule documents and presentations;
•Perform desktop publishing. Create and develop visual presentations;
•Support market analysis.
 
Requirements:
3 years of proven experience as a secretary, an executive administrative assistant, or an office administrative assistant.
•Excellent interpersonal skills.
•Knowledge of office management systems and ability to write procedures
•Working knowledge of office equipment, like printers and fax machines
•Proficiency in MS Office (MS Excel and MS PowerPoint, in particular)
•Strong time management skills and the ability to prioritize work
•Attention to detail and problem solving skills
•Knowledge of the organizations mission, goals, and objectives to carry out assignments
•Knowledge of travel rules and policy to complete travel documents (e.g., travel advances, arrangements, travel expense claims)
•Ability to review and edit written materials for proper content, format, grammar, punctuation, and sentence structure
  • Experience in a small office setting is ideal.
Victoria Waye
Renewable Energy Account Manager
EnergeiaWorks
+1(403) 370 2361
vw@energeiaworks.com

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