Senior Administrative Assistant - Business Operations Nexant
THIS JOB HAS EXPIRED Business Unit:Energy Efficiency & Carbon Management
Nexant is a provider of intelligent grid software and clean energy solutions-pioneering, developing, and advancing electric power grid and alternative energy technologies and services. Our exclusive focus on energy, combined with our well-respected and experienced professionals, proven technology, and proprietary industry information, has earned us distinctive brand recognition and a reputation as a top energy solutions company.
Nexant is an independent company formed on January 1, 2000 by a core group of energy consulting and advanced energy technology units of Bechtel Group, Inc. Since that date, we have added expertise through the strategic acquisition of eight energy technology companies and organically hiring only the best in our field. Our seasoned professionals have completed over 3,000 assignments in more than 100 countries. We have headquarters in San Francisco and Foster City, CA, with 32 corporate, representative, and project offices in the U.S., Europe, the Middle East, Asia, and Africa. We have been profitable since day one with significant growth rates.
Our detailed understanding of the physical behavior and constraints of the power system is embedded in our grid and market operations software. We offer an integrated line of software solutions that addresses all facets of energy markets, from centralized wholesale markets to independent energy retailers and aggregators. Growing trends such as dynamic pricing and demand side management are emphasized. Our domain dominance within the energy value chain and integrated expertise in the market with proprietary technologies makes us a clear leader in our space.
We also provide advisory services for developing and commercializing advanced clean energy technologies as well as supplying technical, operational, and strategic consulting to oil, gas, and chemical majors, energy resource companies, technology owners, governments, and investors. In addition, Nexant is a national leader in the innovative design, implementation, and evaluation of many of the largest commercial, industrial, and residential energy efficiency incentive and demand side management programs in the United States.
Our current investors include TeleSoft Partners, Oak Investment Partners, The Beacon Group, Intel Capital, Nth Power, Morgan Stanley Global Energy Group, Frog and Peach, and Symphony Technology Group, as well as Nexant management and staff. We recently secured another round of funding of $50 million that will help us achieve the rapid growth potential of our company.
Are you interested in having a real impact and helping to change the world? Then join us!
About the Job
Nexant is currently seeking a Sr. Administrative Assistant for our Placentia, CA 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 LA 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 Manager: 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 administrative 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.
||Placentia, CA |
THIS JOB HAS EXPIRED