Office Administrator

Description

POSITION DESCRIPTION :

The Office Administrator supports the General Administration team and HR team across a broad spectrum of Admin and HR functions and responsibilities. As an Office Administrator at Hanwha Qcells America Inc., you will play a vital role in maintaining a well-organized and efficient office environment across our San Francisco and Santa Clara locations. Reporting to the Administration and Facilities Manager, you will oversee office operations, facilitate executive-level meetings and events, and support high-level administrative tasks for visiting executives and expatriates from Qcells' headquarters in Korea and other global branches. This role requires a proactive, detail-oriented professional with a background in office management and event coordination This position requires to be on-site located in Santa Clara, CA and working hours are Monday through Friday, from 9 : 00am to 6 : 00pm or from 8 : 00am to 5 : 00pm, however, you may be required to work during the special event occurred in San Francisco and after working hours at company and manager’s discretion.

RESPONSIBILITIES

• Office Management
• Oversee daily office maintenance, ensuring compliance with safety regulations and fostering a safe working environment.
• Conduct regular office inspections and suggest layout improvements to enhance productivity.
• Act as the primary contact for office vendors, managing contracts and billing for services such as furniture, IT, cleaning, and travel arrangements.
• Develop and manage the office budget, monitoring expenses and identifying cost-saving opportunities while maintaining inventory within budget constraints.
• Handle various administrative tasks, including accounts payable, petty cash, and preparing monthly SG&A reports for the office.
• Implement and enforce security protocols and emergency preparedness plans; conduct routine safety drills.
• Coordinate with vendors, monitor their performance, and uphold service level agreements.
• Organize and manage company events, including monthly lunches, executive meetings, and annual gatherings.
• Maintain accurate records of office space utilization and relevant documentation, ensuring compliance with company and regulatory standards.
• Contribute to budgeting, forecasting, and allocation of resources for facilities and future office expansions.
• Event Coordination and Support
• Coordinate logistics and support for executive-level meetings and events, maintaining the condition of event venues and ensuring sufficient inventory for daily operations.
• Respond to event-related inquiries from stakeholders, providing guidance on venue details and local information.
• Manage company assets and ensure the confidentiality of sensitive information.
• Support employee separation processes as needed, including preparing separation notices and conducting exit interviews.
• Operate proficiently in a digital environment, managing PDF forms, checklists, and e-filing systems for event and office administration.
• Take on special projects and adapt to evolving tasks and priorities with flexibility.

REQUIRED QUALIFICATIONS

Hanwha Q CELLS America Inc. (“HQCA”) is headquartered in Irvine, CA, and handles sales for the North American region. It is a subsidiary of Hanwha Q CELLS Co., Ltd., one of the world´s largest and most recognized photovoltaic manufacturers for its high-performance, high-quality solar cells and modules. It is headquartered in Seoul, South Korea (Global Executive HQ) and Thalheim, Germany (Technology & Innovation HQ). Through its growing global business network spanning Europe, North America, Asia, South America, Africa, and the Middle East, the company provides excellent services and long-term partnerships to its customers in the utility, commercial, government, and residential markets. Hanwha Q CELLS is a flagship company of Hanwha Group, a FORTUNE Global 500 firm, and a Top 8 business enterprise in South Korea. HQCA recently acquired Geli, a leading developer of Energy Management System software for energy storage, solar, and other renewable resources.

PHYSICAL, MENTAL & ENVIRONMENTAL DEMANDS :

To comply with the Rehabilitation Act of 1973 the essential physical, mental and environmental requirements for this job are listed below. These are normally expected to perform regular job duties. Incumbents must be able to successfully perform all of the functions of the job with or without reasonable accommodation.

Mobility

Standing

20% of time

Sitting

70% of time

Walking

10% of time

Strength

Pulling

up to 10 Pounds

Pushing

up to 10 Pounds

Carrying

up to 10 Pounds

Lifting

up to 10 Pounds

Dexterity (F = Frequently, O = Occasionally, N = Never)

Typing

Handling

Reaching

Agility (F = Frequently, O = Occasionally, N = Never)

Turning

Twisting

Bending

Crouching

Balancing

Climbing

Crawling

Kneeling

All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

The salary range is required by the California Pay Transparency Act and may differ depending on the location of those candidates hired nationwide. Actual compensation is influenced by a wide array of factors including but not limited to, skill set, education, licenses and certifications, essential job duties and requirements, and the necessary experience relative to the job’s minimum qualifications.

You may view your privacy rights by reviewing Qcells' Privacy Policy or by contacting our HR team for a copy.