Administrative Assistant

Job Description

Company Summary

Stellar Energy provides bespoke state-of-the-art solutions customers build in for optimized performance now, bridging a critical gap in the energy transition towards a better future. In business for over 25 years, we have added efficiency and capacity to customer infrastructure in more than 15 countries. More dispatchable power. Increased LNG production. Greater Data Center efficiency and lower costs. Lower emissions for greater sustainability. Hyperscale deployment at the best possible speed to first megawatt. All delivered with a 100% performance test passage rate.

Summary Objective

The Engineering Coordinator (Engineering Admin Assistant) is responsible for assisting and coordinating Stellar Energy’s automation/ engineering activities, schedules, client services and related activities, including business development activities, client deliverable activities, and supervising programs for the maximum utilization of the engineering teams’ resources. Also, this role is responsible for participating in a team to support the overall office activities. These office activities include the reception area, telephone, mail, and facilities. This role’s responsibility includes but is not limited to arranging internal office moves, providing arrangements for office meetings, business meetings, company logistics and coordinating business travel.

Essential Functions

• Apply a structured schedule to the engineering/automation team including initiating the opening of jobs, tracking open jobs progress, procurement liaison, engineering deliverable matrix and customer communications.
• Assists engineering team with ADP time entry and job expenses associated with jobs.
• Works with procurement on sub-contractor processing, sub-contractor tracking, along with project logistics.
• Submits Proposals, initiating Purchase Orders, tracking invoices, and accounts receivables.
• Answers telephone calls from customers, vendors, etc. as part of a Stellar Energy team ensuring a high level of customer service.
• Provide after-hours support in case of customer emergencies.
• Supports the execution of schedules and plans by employee-facing managers and business leaders.
• Performs clerical duties including typing, filing (manually or electronically), and completion of simple forms.
• Copies, sorts, and files records related to office activities, business transactions, and other matters.
• Responds to and resolves administrative inquiries and questions.
• 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.
• Communicates with IT and/or Star2Star regarding purchase of new office phones, adding or moving phones/extensions.
• Assist in organizing Stellar Energy special events and meetings coordination.

Required Education and Experience.

• Highschool diploma or equivalent.
• Intermediate to Advanced proficiency in Microsoft Excel, Word, Power Point, Outlook.

Education and Experience

• Bachelor’s Degree in related discipline from an accredited university.
• 3+ years of experience with hands-on support activities.