What are the responsibilities and job description for the Office Administrator position at Qcells?
Description
POSITION DESCRIPTION:
We are seeking a highly organized and detail-oriented Office Administrator to manage office supplies, coordinate facility maintenance, handle billing processes, and support administrative tasks across multiple departments. This role includes overseeing vendor services, managing company assets, and collaborating with HR on onboarding/offboarding processes. The ideal candidate will have a proactive attitude, excellent communication skills, and the ability to handle multiple tasks with accuracy and efficiency. This position reports to the Admin & Facilities Manager or another senior member of leadership that the President of the Company may designate. This position is based out of our Irvine office, with an in-office schedule from 12pm - 5pm PT or set at the direct manager’s discretion in accordance with the Company’s policies and procedures. Remote options are not available.
RESPONSIBILITIES:
Office Supplies and Equipment Management
- Stock and maintain kitchen supplies, snacks, and office supplies.
- Manage inventory for keyboards, mice, monitors, and other office equipment.
- Process orders through Amazon, Costco, and other vendors, ensuring cost allocation by department.
- Parking and Transportation Management
- Handle parking validations, transponder purchases/activations, and parking ticket reimbursements.
- Review parking bills monthly, issue reminders, and disconnect transponders for employees with low office attendance.
- Vendor and Invoice Management
- Manage monthly invoices for Verizon, FedEx, and other service providers.
- Collaborate with janitorial service vendors to maintain a clean, organized, and professional office environment.
- Coordinate FedEx shipments, create shipment labels, and allocate shipping expenses by department.
- Oversee the Cleverse system and other approval processes for vendor payments.
- Asset and Expense Tracking
- Maintain records of fixed assets (e.g., monitors, laptops), ensuring proper tracking in the ERP system.
- Break down and allocate expenses from corporate credit card usage, ensuring accurate cost-center allocations.
- Process employee expense reports for domestic and international business trips, monitoring for accuracy.
- Onboarding/Offboarding Support
- Coordinate onboarding for new hires, including access cards, transponder setup, and distribution of office policies.
- Manage offboarding processes, including asset returns and system updates in collaboration with HR.
- Policy and Compliance Management
- Ensure adherence to office policies, including FedEx and transponder usage.
- Communicate policy changes to employees and provide guidance on requests for personal office supplies.
- General Administrative Support
- Assist with meeting and event coordination, including ordering company lunches occasionally and setting up conference rooms.
- Distribute HQCA and other inquiry emails to relevant departments and respond to routine requests.
- Regularly check the company mailbox, processing incoming documents and packages.
REQUIRED QUALIFICATIONS:
- Bachelor's degree in business administration or related field preferred.
- 3 years of experience in office administration or similar roles.
- Strong organizational skills with attention to detail and accuracy.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
- Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
- Excellent verbal and written communication skills.
Hanwha Q CELLS America Inc. (“HQCA”) is a Qcells company, one of the world’s largest manufacturers and providers of solar photovoltaic (PV) products and solutions. Headquartered in Irvine, California, HQCA has been rapidly expanding its business in North America through the expansion of products and solutions, including distributed energy solutions, direct-to-homeowner solar sales and financing, and EPC services. We provide an opportunity to be part of an exciting and growing world-class global business in an interesting and expanding industry of the future.
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 requirements 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
F
Handling
F
Reaching
F
Agility (F = Frequently, O = Occasionally, N = Never)
Turning
F
Twisting
F
Bending
O
Crouching
O
Balancing
N
Climbing
N
Crawling
N
Kneeling
N
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.
- This target salary range is for CA positions only and should not be interpreted as an offer of compensation.
