Office Administrator (m/w/d)

Job Description

The Office Administrator for Terra-Gen's Photovoltaic and Battery Storage Department is a key administrative role supporting all operations and maintenance activities for company facilities and designated sites. This position involves multitasking and requires focus within a dynamic environment to ensure fulfillment of duties outlined in an executed O&M service agreement between Terra-Gen Operating Company (the O&M Service Provider) and several entities owned by Terra-Gen as Owner.

The Office Administrator is responsible for assisting facilities in achieving optimal production while maintaining safety and regulatory compliance standards, fostering a positive, collaborative, and safe workplace culture. Responsibilities include supporting site leadership in developing and updating policies and procedures, coordinating team-building and professional development initiatives, and contributing to the company's goals and directives. The role provides essential administrative and clerical support to facility leadership, aiding in adherence to operational standards and maintenance schedules per industry guidelines, OEM specifications, and regulatory requirements. The Office Administrator reports directly to the General Manager - Photovoltaic and Battery Storage, with the primary office located near Mojave, California. Occasional travel may be required.

Essential Duties and Responsibilities

• Provide comprehensive administrative and secretarial support to departments or groups.
• Prepare correspondence, presentations, and reports; compose routine communications and memoranda.
• Maintain confidential records and information.
• Perform receptionist, accounting, human resources, and payroll assistant functions.
• Manage purchasing, shipping, and receiving processes.
• Coordinate with all departments to support daily facility operations.
• Assist with budgets, procedural updates, warranty claims, safety documentation, inventory tracking/purchasing, expense reports, visitor coordination, and stakeholder reporting.
• Serve as a liaison to community and Air Force representatives, assist with permitting, and coordinate/tracking training and compliance events.
• Maintain and track maintenance schedules and office supply inventories.
• Organize and manage files to promote efficient facility operation.

Knowledge and Technical Skills

• Demonstrated understanding of relevant functional areas, systems, software, processes, and tools.
• Ability to complete tasks following established standards and procedures.
• Conduct research to support projects and routine functions.
• Perform basic calculations, data updates, and records management.
• Prepare both routine and special reports, presentations, and Gantt charts.
• Proficiency with applicable software platforms and systems.

Complexity

• Address problems within limited scope using standard data analysis practices.
• Develop and maintain positive internal working relationships.

Teamwork, Collaboration, and Influence

• Effectively organize and communicate ideas through multiple channels.
• Collaborate well within teams, sharing responsibilities and participating actively in meetings.

Initiative

• Operate under moderate supervision with regular progress reviews.
• Exhibit initiative by seeking information and expanding knowledge and skills.
• Demonstrate resourcefulness in supporting site and company objectives efficiently.

Impact and Results Focus

• Deliver high-quality, timely results as part of a team.
• Solve problems within project parameters using established methods.
• Respond to routine inquiries and resolve issues via informed research.

Education and Experience

• High school diploma or equivalent required; two to four years of related experience and/or training preferred, or an equivalent combination of education and experience.
• Intermediate to advanced proficiency in word processing, databases, spreadsheets, Microsoft Suite, etc.
• Familiarity with office equipment such as computers, fax machines, copiers, and printers.

Language Skills

• Ability to read and interpret safety rules, operating and maintenance instructions, and procedure manuals.
• Capable of writing routine reports and correspondence.

Mathematical Skills

• Competent in addition, subtraction, multiplication, and division in all units of measure, including whole numbers, fractions, and decimals.
• Ability to compute rates, ratios, percentages, and prepare bar graphs.

Reasoning Ability

• Apply common sense to execute instructions in written, oral, or diagram form.
• Tackle problems involving multiple variables in standardized settings.

Certificates, Licenses, Registrations

• Valid Driver's License required.

Physical Demands

• Must be able to meet the physical requirements necessary to perform essential job functions. Reasonable accommodations may be provided.
• Regularly required to sit; frequently required to talk or hear; occasionally required to stand, walk, or reach.
• May need to lift or move up to 10 pounds occasionally.
• Visual demands include close, distance, and peripheral vision.

Work Environment

• The work environment may include typical office settings and active construction sites, which can be noisy and dusty; temporary roads are common.
• Appropriate attire includes long pants and closed-toe shoes.
• Timesheets must be submitted via Paylocity by the end of business Friday each week; time-off requests require advance notice.

Terra-Gen is an equal opportunity employer, drug-free workplace, and complies with Americans with Disabilities Act and related laws and regulations as applicable. All applicants are considered for all positions without regard to age, race, religion, color, sex, gender, sexual orientation, pregnancy, national origin, ancestry, physical/mental disability, medical condition, military/veteran status, genetic information, marital status, ethnicity, alienage, or any other protected classification, in accordance with applicable federal, state, and local laws.

All offers of employment are contingent upon successful completion of a pre-employment background check and drug screening. All qualified applicants with arrest or conviction records will be considered for employment in accordance with federal, state or local requirements such as the Los Angeles County Fair Chance Ordinance for Employers and the California Fair Chance Act. Employees must be authorized to work in the US and employment is contingent upon presentation of acceptable documents as evidence of identity and employment authorization, as detailed on Form I-9.

Terra-Gen provides a comprehensive benefits package that promotes employee ownership, employee health, performance, and success, which includes medical, dental, vision, short and long-term disability, life insurance, an employee assistance program, paid time off, paid holidays, and 401(k) retirement savings plan with employer match.

The posted compensation is the range that we in good faith anticipate relying on when setting wages for this position. We may ultimately pay more or less than the posted range and this range is only applicable for jobs to be performed in California. This salary range may also be modified in the future, depending upon skills, experience, education, and geographical location.