Office Assistant

Job Description

Job Description

Join one of Rochester's Top Workplaces!

We would love to welcome you to the team!

Loyal to People. Loyal to Planet.

GreenSpark Solar, loyal to people and planet, creates fiercely local, cost-effective, clean energy options in the Greater Rochester Community. We feel a huge responsibility to succeed at GreenSpark. As a B Corporation, success is directly tied to honoring our triple bottom line of commitments to people, the planet, and profits (providing capital to grow, revenue to share among our employees, and a return to our investors). It is important work that directly impacts our employees and their families, our customers, and the residents of the communities where we do business, along with our local and broader global environment, but we have fun doing it. Our workplace reflects our values — our office is directly powered by onsite wind turbines and solar panels, our fleet includes all-electric and hybrid vehicles, dogs roam the office, and we strive to be an unabashedly inclusive, diverse workplace.

Our Core Values

Believe in People

Keep it Real

Find Joy

Be a Leader

Work Together

We are looking for an organized, detail-oriented, and proactive Office Assistant to support the operational success of our company. The role involves overseeing key resources and ensuring efficient functioning of various support services, including the management of information technology systems, training staff on office procedures, handling administrative tasks, and participating in ongoing quality improvement initiatives. The ideal candidate will have a passion for renewable energy, possess strong technological skills, and be an excellent communicator. They will thrive in a growing business environment and embrace the dynamic challenges and rewards that come with it. If you're passionate about working with people and aligning with GreenSpark’s mission, we want to hear from you.

Essential Job Functions & Key Responsibilities :

Office Operations & Efficiency : Oversee the organization and optimization of office systems, layouts, and equipment to ensure smooth day-to-day operations.

Records & Data Management : Maintain both paper and electronic records in an organized and accessible manner. Ensure timely updates and compliance with company requirements.

Contract & Compliance Management : Track, renew, and maintain contracts, certificates, licenses, taxes, insurance, and other critical documents.

Client & Vendor Relations : Assist with inquiries and resolve issues, fostering positive relationships with clients, vendors, and other stakeholders.

Administrative Support : Provide ongoing support for the team with administrative tasks and record-keeping duties.

Communication Management : Manage correspondence, inquiries, and visitors, directing them to the appropriate staff members and ensuring timely responses.

Policy Development & Improvement : Assist in the design, implementation, and continuous improvement of office policies and procedures.

Document Preparation & Reporting : Prepare and organize reports, documents, and information to support team needs.

Ongoing Communication : Maintain continuous communication with team members, supervisors, and external parties via email, phone, and in-person interactions—communication is key to this role and our organizational success.

Team Collaboration : Contribute to the overall success of the team by being a dependable and cooperative team player.

Office Supplies Management : Ensure office supplies are stocked and accessible, managing inventory efficiently.

Facility & Maintenance Coordination : Work with the warehouse and facilities managers to coordinate with vendors for facility maintenance as needed.

Employee & Visitor Coordination : Manage office keys, key cards, alarm system codes, and provide training to eligible employees. Distribute incoming mail and handle outgoing mail efficiently.

Point of Contact for Employee Queries : Act as a resource for employees, directing inquiries to the appropriate individuals or departments.

Lien Waiver Process Management : Oversee and manage the lien waiver process by identifying when waivers are required, requesting waivers from vendors, organizing and submitting them to customers, and handling any ad-hoc requests as they arise.

Education & Qualifications :

High school diploma or equivalent required; additional education or certification in office administration is a plus.

Minimum of 2-3 years of relevant experience in an office or administrative role, with preference for experience in a reception or supervisory capacity.

Proven ability to function within an organization at a management level, interacting effectively across all levels of the company.

Advanced skills in Google Workspace, Microsoft Office Suite, and strong data entry abilities. Familiarity with office management software is a plus.

Excellent problem-solving abilities with strong interpersonal and communication skills. Comfortable engaging with staff, clients, and the public in diverse settings.

Exceptional attention to detail with the ability to stay organized, prioritize tasks, and meet deadlines efficiently.

Ability to manage multiple assignments at once, ensuring prompt resolution of issues while maintaining a high quality of work.

Must conduct themselves professionally, presenting a welcoming attitude while interacting with employees, clients, and visitors.

High regard for professionalism, confidentiality, and discretion when handling sensitive company information.

Perks & Benefits :

Annual salary range of $43,000 - $49,000

Weekly pay

Quarterly bonus potential based on company performance

401(k) profit sharing plan

Comprehensive Medical, Dental & Vision Insurance

3 weeks of vacation in your first year, followed by flexible paid time off moving forward.

12 days of paid sick leave

8 paid company-wide closure days

Wellness Week : Enjoy a paid collective week off for the entire company

Opportunities for professional growth through training and development programs

Annual company retreat to foster team building and company culture

Access to Employee Assistance Program (EAP) for confidential support and counseling services

Pet-friendly work environment

GreenSpark Solar is an equal-opportunity employer committed to diversity in the workplace. We do not tolerate harassment or discrimination of any kind and seek to remove barriers and increase opportunities, access, and advancement for all people. Do not let historical barriers prevent you from jumping on this life-changing opportunity – reach out and ask questions if you have them – we are here!

Salary : $43,000 - $49,000