Office adminstrator

Company overview Poly Energy is a leading solar installation company dedicated to providing high-quality, sustainable energy solutions. We pride ourselves on excellent customer service and efficient project management. We are seeking an Office Administrator to serve as the organizational backbone of our office, ensuring seamless operations and effective communication across all departments.

Position summary The Office Administrator is responsible for managing day-to-day office activities and providing essential support to the sales, installation, and management teams. The role involves managing project documentation, coordinating schedules, assisting with customer inquiries, and maintaining accurate records to support successful project execution.

Key responsibilities

Project and documentation management

- Assist in the preparation and processing of project documentation, including contracts, permits, inspection forms, and change orders.

- Coordinate with utility companies to submit and track interconnection applications.

- Maintain and update project management software with accurate job details, timelines, and status updates.

- Track project deadlines and provide timely updates to the project manager and relevant team members.

- Manage project closeout documentation to ensure all paperwork is filed correctly after installation.

Administrative and operational support

- Answer and direct incoming phone calls, emails, and correspondence in a professional and timely manner.

- Greet and assist office visitors, creating a friendly and welcoming environment.

- Manage and maintain office calendars, scheduling meetings and appointments for staff.

- Handle general office tasks, such as filing, data entry, ordering supplies, and managing mail.

- Assist with onboarding for new employees by preparing their office space and necessary administrative documents.

Customer and team communication

- Serve as a primary point of contact for customer service inquiries, providing project updates and directing questions to the appropriate personnel.

- Cultivate strong customer relationships by building rapport and ensuring a positive experience throughout the installation process.

- Facilitate effective communication between field crews, sales teams, project managers, and customers.

- Collaborate with vendors and suppliers to track orders and ensure timely delivery of materials.

Required qualifications and skills

- Proven experience in an administrative or office support role, preferably within the construction or renewable energy industry.

- Exceptional organizational skills and meticulous attention to detail.

- Strong verbal and written communication skills.

- Proficiency in Microsoft Office Suite (Excel, Word, Outlook).

- Familiarity with CRM or project management software is a plus.

- Ability to work independently, prioritize tasks, and manage multiple projects in a fast-paced environment.

- Positive attitude and a team-player mindset.

- High school diploma or GED required; associate or bachelor's degree is a plus.

Compensation and benefits

- [Provide information on salary range and pay structure].

- [List benefits such as medical, dental, paid time off, and 401(k)].