Administrative Assistant/Document Control

Job Description

Job Description

Administrative Assistant / Document Control

Position Type : Full-time, Non-Exempt, Hourly

Reports to : Director of Manufacturing

Supervisory Responsibility : None

Location : Jacksonville, FL

Company Summary

Stellar Energy provides custom power augmentation and energy plant solutions for power generation and utilities, liquefied natural gas (LNG), data center, biopharma, and other markets. Stellar Energy’s innovative solutions include turbine inlet air chilling, inlet air conditioning (heating and cooling), evaporative cooling, direct contact air chilling, thermal energy storage, district cooling and central utility plants. The company’s experience spans more than 20 years and stretches across the globe, with offices in the United States, Asia and the Middle East and North Africa (MENA) region.

Summary Objective

The Administrative Assistant is responsible for overall office activities, including the reception area, mail and facilities. Also, responsible for directing and coordinating office services and related activities, including developing and supervising programs for the maximum utilization of services and equipment. Responsible for arranging internal office moves and providing arrangements for office meetings.

Essential Functions :

• Serves as the receptionist for the office, greeting visitors and applicants.
• Answers phones, directs calls to appropriate individuals, and prepares messages.
• Performs clerical duties including typing, filing, and completion of simple forms.
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Sorts incoming mail and delivers to appropriate department or individual; processes outgoing mail.
• Responds to and resolves administrative inquiries and questions.
• Maintains office supplies and coordinates maintenance of office equipment.
• Replenishes break room inventory daily.
• Maintains filing systems either manually or electronically.
• Work with Facilities Maintenance i.e. solving / handling routing building maintenance.
• Set-up offices for new employees; manage employee office moves and purchase office furniture as needed.
• Order office signage.
• Communicate with IT and / or Star2Star regarding purchase of new office phones, adding or moving phones / extensions.
• Inputs daily time entry for shop personnel into ADP.
• Assist in organizing SEA special events and meetings coordination.
• Responsibilities may require sedentary work, including but not limited to computer operation, video review, classroom or online training, job observations / inspections, and peer work review.
• Prepares for ISO 9001 and other audits.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Competencies

Work Environment

This position operates out of a fabrication facility. While performing the duties of this job, the employee is sometimes exposed to fumes or airborne particles, moving mechanical parts and vibration. The employee is occasionally exposed to a variety of extreme conditions at construction job sites. The noise level in the work environment and job sites can be loud.

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to sit; climb or balance; and stoop, kneel, crouch or crawl. The employee must frequently lift or move up to 10 pounds and occasionally lift or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

Expected Hours of Work

This is a full-time position. First shift days and hours of work are Monday through Friday.

Travel

Travel is primarily not required with exception to local travel during the business day.

Required Education and Experience

Preferred Education and Experience

Work Authorization

Must be authorized to work in USA.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Stellar Energy Americas Inc. provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Stellar Energy Americas Inc. complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities.