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Vivint Solar Office Administrator

Company Name:
Vivint
Job Description
Vivint Solar Office Administrator
Vivint Solar is seeking an Office Administrator in and around the Toms River, NJ area. We are looking for problem solvers, self-motivators and action oriented thinkers. We are changing the way the world produces power and are looking for an Office Administrator that is ready to jump in and help our fast growing business grow even faster.
The role of an office administrator is to organize and supervise all of the administrative responsibilities that facilitate the smooth running of an office. Depending on the employing organization, they are expected to carry out a range of administrative and IT-related tasks. An office administrator is also responsible for organizing the office layout and equipment.
Responsibilities:
Coordinate and provide all personnel support including secretarial, paralegal, and other administrative staff including hiring, employee relations, evaluating work, and strategic assignment of duties to local office.
Along with Human Resources provide training and orientation to all new hires in the local office, including setting up work space, contacting appropriate departments for information, and conducting new employee orientation.
Assess the urgency of situations and determine appropriate actions, monitor status of pending items, provide follow up and keep management informed by communicating a wide variety of information.
Coordinate with customers and external vendors to obtain and exchange information and documentation related to legal matters.
Develop office administration operating budget, ensure compliance of budget, and initiate cost reductions programs.
Communicate and serve as liaison to other Office Administrators and Senior Administrators to ensure compliance and open communication throughout the firm.
Schedule and organize office associated events such as office outings, holiday gatherings, partner's meetings, and lunch and conference room schedules as needed.
Attend and take an active role in meetings that management conducts about the firm's policies and steps that are needed to ensure strategic development.
Create and maintain a professional environment for staff to ensure proper working conditions throughout the office. Provide proper guidance when issues arise and ensure proper follow through.
Maintain a working relationship with building management to ensure full compliance with building policies and procedures, including handling all maintenance related requests and issuing of ID cards.
Oversee the storage and disposal of records as per the retention schedules and ensure that polices are carried out effectively.
Work closely with office staff through staff meetings and the coordination of training for staff by making arrangements for training sessions.
Work closely with the firm's Accounting Department to assist with any client related billing issues, process monthly petty cash distribution, process office's accounts payable information, and assist with processing and setting up new vendors in the accounting system.
Ability to work independently with minimal supervision, set reasonable priorities and manage time and deadline driven workload.
Required Skills
Proficient knowledge of office administration.
Ability to maintain a high level of accuracy in preparing and entering information.
Excellent interpersonal, analytical, problem solving and decision making skills.
High attention to detail and level of accuracy, as well as effective organizational skills.
Stress management and time management skills and ability to manage the surges of work often present in our industry.
Comfortable working and ability to manage oneself independently.
Proficiency with MS Office applications, including multi-person calendar.
Office Administrator will have to do some lifting of supplies and materials from time to time.
Required Experience
3-5 years Office Administration experience
Work within a service industry setting is preferred.

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