Office Administrator

$41,600 - $62,400/Yr

Invenergy - New York, NY

Full-time - Entry Level

Onsite - New York, NY

Professional, Scientific, and Technical Services

About the position

Invenergy drives innovation in energy. Powered by decades of entrepreneurial experience and unparalleled execution, we solve the energy challenges facing our customers and communities. We provide power generation and storage solutions at scale around the world to create a cleaner energy future. We develop, build, own, and operate energy solutions. The office administrator is a supportive force in various operational areas, and we are currently seeking a stellar candidate to take the reins. The ideal candidate for this role is a flexible problem-solver with superb communication skills and a detail-oriented mindset. This person should have experience thriving in an administrative role, with effective multitasking abilities and a unique capacity to handle unexpected challenges being essential qualifications for the position.

Responsibilities

• Office management duties including shipping, receiving, and distributing US Mail, Fed Ex, UPS and other to employees, maintaining supplies, and coordinating these efforts with the Facilities team where applicable.
• Managing and ordering of office supplies (kitchen and office supplies).
• Working with vendors for services such as Pitney Bowes and copy machine maintenance/repair.
• Maintaining shipping supplies in each office supply closet including Fed Ex, UPS and Certified Mail envelopes, boxes, and paks.
• Creating documents and presentations, scanning, faxing, filing, distributing mail, and preparing mailings with special instructions, e.g., FedEx and USPS.
• Making travel arrangements; maintaining calendars, and completing expense reports as needed.
• Answering incoming calls, determining the nature of the call, and routing the call to the appropriate party.
• Assisting corporate Human Resources with onboarding and offboarding employees.
• Planning, coordinating, and managing office events.
• Managing department purchase orders (budget, initiating requests, and reconciling).
• Maintaining a tidy appearance of all conference rooms and cafes, keeping conference rooms stocked with coffee mugs, drinking glasses, and pitchers.
• Keeping the kitchen stocked with supplies and running and emptying the dishwasher/cleaning out the coffee pots.
• Wiping down counters as needed and maintaining sanitizer stations with a supply of wipes, sanitizer bottles, and pumps.
• Assisting with office moves and seating changes.
• Working with Building Management on deliveries, cleaning services, and registering guests in building systems.
• Updating employee name tags with onboards, moves, and offboards.
• Assisting in the expansion of the office, if needed.
• Other related duties as assigned.

Requirements

• 0-2+ years of experience with an interest in administrative and general office support functions.
• Eligible to work in the United States without the need for employer visa sponsorship now or in the future.
• Proficient in MS Office Suite, including MS Excel and PowerPoint.
• Excellent communication skills, both written and verbal.
• Problem-solving capabilities.
• Ability to work in a fast-paced, growing environment.
• Professional demeanor, able to maintain confidential information and team-oriented.
• Exceptional customer service skills.
• Ability to prioritize assignments, multi-task, and re-prioritize as necessary.
• Strong initiative and focus on process improvement.

Nice-to-haves

• Experience in a corporate environment.
• Familiarity with office management software and tools.

Benefits

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