Office Manager/HR Administrator - SmartestEnergy

The future of energy is digitized, decarbonized and localized. At SmartestEnergy, we need revolutionary thinkers to help our customers make the most of this new landscape, thinking differently to find smart solutions to complex problems. 

Formed in 2001, we’re an agile business driven by entrepreneurial thinking. As a subsidiary of the Marubeni Corporation, we also have strong investment and infrastructure behind us. As well as our two offices in the US, we have three offices in the UK and another in Australia.  Further expansion is planned for 2024 and beyond which means global career opportunities for you, with plenty of potential to explore new markets. 

When you join our Team, you will have the opportunity to contribute and make an impact every single day. 

Overview

Reporting to the Head of HR & People, the Office Manager is a critical role in SmartestEnergy, with responsibility for supporting the SmartestEnergy office and related people needs. This role requires covering a full range of facilities duties including safety requirements and office management needs, as well as providing HR operational support.

This role supports a key element to our culture – employee collaboration. This role will oversee and support people collaboration including but not limited to office set-up, company events, community engagement and volunteering.

In this role, you will be involved with the following:

• Supports all office administrative functions and processes
• Assists with planning and coordinating office-wide processes such as facilities maintenance, space planning, moves, equipment, events, and other projects with internal and external parties
• Assist in HR activities such as employee onboarding, database maintenance and data entry, recordkeeping, recruitment activities, training initiatives, and other projects
• Oversees and administers safety requirements
• Monitors inventory and places orders for office equipment, supplies, or provisions
• Assists with set-up, mailing (if necessary), and coordinating return of office equipment for employees upon hire, separation, or as new equipment is needed
• Processes mail to ensure it is received by the appropriate party
• Addresses routine day-to-day problems or coordinates with team members to obtain
solutions
• Ensure that information security policies and procedures are adhered to
• All other duties as assigned or required

To be successful in this role, you are likely to have the following skills/experience: 

• 2-5 years’ experience of Human Resources administrative and/or Office Manager
experience, including but not limited to coordinating recruitment and onboarding activities, overseeing office and facilities’ responsibilities to include safety activities.
• Prior experience with facilities management
• Experience with facilitating change through project management
• Acting as a leading collaborator across multiple business teams
• Exceptional collaboration and communication skills
• Strong data entry skills
• Understands OSHA requirements specific to the SmartestEnergy work environment
• Understands relationship between HR initiatives and business drivers
• Excellent verbal and written communication skills
• Excellent interpersonal and customer service skills
• Excellent organizational skills and attention to detail
• Ability to comprehend, interpret, and apply the appropriate sections of applicable laws,
guidelines, regulations, ordinances (federal, state, and local), and policies
• Excellent time management skills with a proven ability to meet deadlines and adjust to
changing priorities
• Strong problem-solving skills
• Has vision and ability to problem solve independently
• Strong organization and project management skills
• Passionate about our business
• Can communicate and demonstrate good interpersonal sensitivity
• Ability to communicate efficiently with all members of the business, maintain
confidentiality as appropriate
• Works well independently and in teams, proactively providing support to colleague

This role is expected to require at least 3 days per week physically present in the Syracuse office, which may flex week-to-week.  

Diversity

Celebrating our inclusive and diverse culture is core to what we do. We value everybody irrespective of race, color, religion, sex (including pregnancy, sexual orientation, or gender identity), national origin, age, disability and genetic information (including family medical history). EOE.

We know that for our business to thrive we need diverse talent with a range of backgrounds, skills and capabilities in each of the countries in which we operate. We view diversity as one of the key enablers that helps our business to grow.

We are committed to the full inclusion of all qualified individuals. As such, if a reasonable accommodation is needed to participate in the job application or interview process, please reach out to the HR & People Team via email us-hrssc@smartestenergy.com so we can discuss with you further.

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