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Administrative Coordinator

2 months ago

Provo, Utah, United States rPlus Energies Full time

Company Overview

rPlus Energies is a dedicated group of professionals in the energy sector, collaborating to create large-scale renewable energy projects and electric storage solutions across the United States. As a leader in the western US market, rPlus Energies has a solid reputation for delivering projects efficiently and within budget. The company focuses on establishing partnerships with the private sector, municipalities, utilities, and top-tier technology and service providers. Its diverse portfolio includes solar, solar plus battery, wind, and pumped storage hydro facilities. rPlus Energies is based in Salt Lake City, Utah, and is supported by Gardner Group and Sandbrook Capital.

Position Overview

The Office Administrator (OA) serves as a vital connector within the rPlus Energies team. Collaborating closely with senior leadership, the OA plays a crucial role in various organizational functions, from reception duties to administrative tasks. This position is essential for managing daily office logistics, ensuring a smooth workflow for the team. Minimal travel is expected for this role.

Key Responsibilities

Office Management:

  1. Coordinate schedules and manage multiple calendars effectively.
  2. Assist the HR team with onboarding new employees.
  3. Maintain and prepare common areas and meeting rooms, initiating service requests as needed.
  4. Identify and implement process improvements and sustainable practices.
  5. Oversee inventory and organization of office supplies, snacks, and beverages.
  6. Coordinate catering services for meetings and events.
  7. Develop strategies to minimize food and packaging waste while ensuring cleanliness.
  8. Stay informed on health and safety regulations, implementing necessary changes.
  9. Act as the welcoming host for the rPlus Energies office, ensuring a pleasant environment for team members and visitors.

Administrative & Document Control:

  1. Draft and maintain standard operating procedures (SOPs) and update handbook materials as required.
  2. Monitor expenses related to office supplies and logistics.
  3. Update and manage records for company vehicles, ensuring proper maintenance and safety equipment.
  4. Negotiate corporate travel rates effectively.
  5. Handle work orders, invoice reconciliation, and expense reports.
  6. Manage incoming mail and package deliveries.

Events & Hospitality:

  1. Maintain a welcoming reception area, greeting guests and hosting as necessary.
  2. Oversee scheduling, preparation, coordination, and execution of meetings.
  3. Plan and organize offsite meetings and company events, including holiday parties and team-building activities.
  4. Collaborate with vendors to negotiate contracts and ensure timely service delivery.
  5. Implement health and safety protocols during events and office visits.

Team Member Support:

  1. Manage travel arrangements, including accommodations and transportation.
  2. Facilitate the execution of executive documents.
  3. Coordinate and manage all company team meetings.
  4. Maintain confidentiality in handling sensitive information.
  5. Support special projects and initiatives as directed by executives.
  6. Assist with administrative tasks for the executive team, including scheduling and hospitality.

Skill Requirements

  1. 2-3 years of experience in office management; a bachelor's degree is preferred.
  2. Proficient in Microsoft Office Suite.
  3. Excellent written, verbal, organizational, and interpersonal skills.
  4. A proactive individual who enjoys meeting new people and thrives in a dynamic environment.