Office Administrator

The Office Administrator will manage a range of tasks involving regular interaction with all levels of management and staff, as well as outside service providers (consultants, attorneys, landlord, vendors, etc.). This person will contribute to a productive and positive environment; identifying and taking on tasks as necessary to increase efficiency through administrative activities. The position is located at Joule's demonstration plant in Hobbs, New Mexico.

Responsibilities

Office Management:

• Ensure smooth daily operation of office environment; initial point of contact for callers, visitors and vendors to office
• Provide support to management team as needed
• Order and maintain office equipment and supplies; manage facilities-related issues
• Provide meeting support and assist with meeting arrangements
• Assist with travel arrangements
• Maintain critical files including consulting agreements, service provider, vendor contracts and O&M manuals
• Distribute incoming mail, faxes and packages; transmit outgoing documents

Facilities:

• Maintain safety compliance documentation, permits and MSDS; schedule and coordinate inspections
• Schedule contractor services for safety, janitorial, landscaping, hazardous/chemical waste disposal

Purchasing/Accounting & Bookkeeping:

• Maintain Purchase Order log and place orders
• Maintain chemical and consumables inventory
• Match invoices, POs and packing slips

Benefits Administration:

• Provide administrative coordination to assist the recruiting process
• Administer employee benefit programs
• Maintain confidential personnel files

Qualifications

This role requires business professionalism and the ability to multi-task in a start-up environment. Candidates should be capable of handling confidential information and company matters with the utmost discretion. A minimum of five years experience as an office administrator is required, with background in management team support and general office support. Candidates should have experience interfacing with executives, vendors and clients, in addition to excellent communication, organizational and bookkeeping skills. They should be proficient in Microsoft Word, PowerPoint, Excel, etc.