Administrative Coordinator I - Business Operations Nexant
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
The following is a representative description of the position?s role and responsibilities. Reflecting the flexible nature of our work, Nexant will adjust this description as necessary to meet operating and strategic needs of its business.
Nexant is seeking an administrative coordinator I to support office operations in our Madison, WI office.
Duties and Responsibilities
Front desk support that includes greeting visitors, managing incoming calls, faxes and mail, maintaining travel calendar and updating the office roster.
Update tracking spreadsheets, databases, and create administrative correspondence
Ability to interface and integrate data into numerous software programs, both internal and customer-related.
Maintain general office organization; order and dispose of furnishings and equipment as required; schedule repair or maintenance as required.
Act as equipment coordinator: Order, organize, inventory and manage the check-in and check-out of engineering equipment. Ship out equipment for regular calibration.
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.
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 office supply inventory by checking inventory levels; anticipate needed supplies; place and expedite orders and verify receipt of supplies
Coordinate IT needs with IT support staff or vendors. Support the maintenance of the server room, and interface with IT on new or replacement machine requirements.
Monitor an operational office budget and expenditures. Maintain records of, as well as manage the reconciliation of the 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.
Performs other assignments as required
2 Year Associate Degree or equivalent work experience
1-2 years of administrative work experience required
Demonstrated proficiency with Microsoft Office programs including Word, Access, Excel, PowerPoint and Outlook
Ability to interface with staff and clients at all levels of the organization
Ability to manage multiple tasks and deadlines
Perform tasks with high level of accuracy and attention to detail
Excellent analytical, time management and interpersonal skills
Ability to document, review and improve administrative processes as required
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.
||Madison, WI |