Administrative Assistant/Document Control - Stellar Energy Americas Inc

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 state-of-the-art solutions customers build in for optimized energy performance now; and in the preparation for the energy needs of tomorrow. In business for 25 years, we’ve delivered added energy efficiency and capacity to customers in more than 15 countries. More dispatchable power. Increased LNG production. Greater Data Center efficiency and lower costs. Hyperscale deployment at the best possible speed to first megawatt. All delivered with the lower emissions required to support our partners’ unique sustainability objectives.

Stellar Energy specializes in a wide range of engineering and manufacturing solutions within the energy sector including turbine inlet air chilling, central utility plants, district cooling, combined heat & power systems, thermal energy storage, inlet air heating, data center chilling, and inlet air chilling for LNG facilities. Additionally, our expertise extends to start-up & commissioning, system health analysis, services, and training. Our in-house team of skilled engineers and dedicated tradespeople are the reason we are the global leader in customized solutions. Stellar Energy strives to add value to today’s energy infrastructure, achieving secure, affordable, and sustainable energy that will help to create a responsible energy economy.

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

• Exceptional Customer Service Skills
• Reliable Attendance
• Strong Decision-Making Ability
• Leadership
• Excellent Communication Proficiency; Written or Verbal
• Ethical Conduct
• Problem Solving
• Exceptional Organizational Skills
• Attention to Detail - Thoroughness
• Time Management

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, 7:00 a.m. to 3:30 p.m. Occasional evening and weekend work may be required as job duties demand.

Travel

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

Required Education and Experience

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

Preferred Education and Experience

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

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.