Administrative Assistant - Business Operations Nexant
THIS JOB HAS EXPIRED Business Unit:Energy Efficiency & Carbon Management
Nexant, founded on January 1, 2000, is an independent provider of intelligent grid software and clean energy solutions. The company has extensive experience and expertise in energy efficiency, demand side management, biomass, geothermal, solar, wind, hydrogen, natural gas, clean coal, and CO2 capture and sequestration. The company is headquartered in San Francisco, California and operates from 32 corporate, representative, and project offices located throughout the United States, Europe, the Middle East, Africa, and Asia.
Nexant offers a comprehensive suite of best-in-class energy enterprise software that transforms business processes and enables implementation of smart grid, clean energy, and demand management initiatives. Its solutions help utilities, power producers, and retailers improve operational and financial efficiency, reduce risk, and enhance customer engagement across the energy value chain. The company also provides strategic, operational, and technical advisory services to utilities, grid operators, energy resource companies, and petrochemical majors.
Over the last decade, it has been developing and commercializing technology solutions?such as Nexant iEnergy?, Nexant Grid360?, Nexant iHedge, and Nexant RevenueManager?that enable utilities, power producers, and retailers to improve operational and financial efficiency, reduce risk, and enhance customer engagement across the energy value chain.
Nexant?s industry professionals have completed more than 3,200 client assignments in over 100 countries, and its software is used in over 120 utility control centers worldwide.
Are you interested in having a real impact and helping to change the world? Then join us!
About the Job
Nexant is currently seeking an Administrative Assistant to work 30-40 hours per week for our Louisville, CO office.
Duties and Responsibilities
With a basic understanding of the office?s organizational structure, functions and procedures, receives and screens phone calls and visitors and directs them to the appropriate parties
Maintain general office organization; order and dispose of furnishings and equipment as required; schedule repair or maintenance as required.
Responds to requests from supervisor and in-house staff
Ability to interface and integrate data into numerous software programs, both internal and customer-related.
Maintain office supply inventory by checking inventory levels; anticipate needed supplies; place and expedite orders and verify receipt of supplies
Maintain electronic and paper filing system
Assign access rights and permissions in the records management system
Coordinate IT needs with remote IT support staff or vendors. Maintain the server room, provide local user support, computer configuration support and interface with the IT manager on new or replacement machine requirements.
Monitor an operational office budget and expenditures. Maintain records of, as well as manage the reconciliation of the Louisville office?s invoices and credit card purchases. Track and submit the details for each purchase, including the charge code, cost, purpose and attendees to Accounts Payable.
Manage local vendor and mail accounts; package and ship as needed.
Coordinate details with the landlord and subcontractors regarding office maintenance, improvements, expansions and moves.
Act as Office Safety Coordinator to inspect, report incidents and maintain a safe and secure work environment. Update and facilitate Emergency Evacuation and Office Safety Procedures.
Coordinate with managers and HR to plan the onboarding of new hires, internal moves and exit procedures for employment terminations.
Maintain office New Hire Manual, Emergency Contact List and other office reference materials.
Facilitate onboarding activities for new hires. These activities include, but aren?t limited to, the return of new hire paperwork, submitting a business card order, drafting of Nexant resume, bio and matrix, ordering and setting up the required equipment and supplies in each new hire?s workstation.
Prepare project setup (PAWS) forms, as well as assist with invoice preparation and review. Call, schedule and confirm site visits, enter data, process applications and more, in order to help Nexant teams meet project goals. Facilitate the project closeout procedures when projects become inactive.
Assist with proposal production by completing final reviews, printing, binding and shipping the documents as specified.
Act as equipment coordinator: Order, organize, inventory and manage the check-in and check-out of engineering equipment. Ship out equipment for regular calibration.
Establish and implement administrative duties, including electronic and hard copy records management, correspondence and scheduling. Coordinate with project, administrative and records managers to organize, track, transfer and close-out the hard copy, as well as electronic, records of project files as specified by the applicable client contract. Add and organize files in online file management system.
Front desk support that includes greeting visitors, managing incoming calls, faxes and mail, maintaining travel calendar and updating the office roster.
Ad hoc assistance with production and distribution of deliverables
Support large team initiatives to improve operations business unit wide.
Types and proofreads standard forms, correspondence, reports, etc.
May coordinate meetings, arranging for facilities, equipment and refreshments
Maintain staff Outlook calendars
Performs other assignments as required
Bachelor?s Degree or equivalent work-related, administrative and office management experience.
2-5 years of Administrative Assistant experience
Demonstrated strong proficiency with Microsoft Office programs including Word, Excel and Outlook
Other software experience desirable (Salesforce.com, CRM software, Cognos, Crystal Reports, etc.)
Good oral and written communication skills
Knowledge of grammatical rules, spelling, punctuation, and required formats
Common office procedures/practices
Excellent analytical, time management and interpersonal skills
The ability to communicate with all levels of internal staff, as well as outside vendors, consultants and clients.
Superior organizational skills, the ability to maintain confidentiality on issues as required, to prioritize and deal with a multitude of varied objectives and duties, as well as to effectively interpret and communicate corporate policies.
Salary and Benefits (U.S.)
Nexant offers competitive salaries based on candidate's qualifications. Nexant also offers three weeks paid vacation per year, eleven paid holidays per year, a 401(k) plan with employee matching funds and an overall comprehensive benefits package.
Nexant, Inc. is an equal opportunity employer and encourages workforce diversity. We welcome applications from all qualified candidates.
||Louisville, CO |
THIS JOB HAS EXPIRED