Administrative Assistant (m/w/d)

Job Description

As an Independent Power Producer, Voltalia operates in over 20 countries, developing, building, and maintaining renewable energy projects and services across five key technologies: solar, wind, hydro, biomass, and storage. Backed by the AFM Group, a globally recognized, family-owned investment group, we benefit from long-term stability and a shared commitment to sustainable growth.

By the end of 2024, our operational and under-construction capacity reached 3.3 gigawatts—a 14% increase since 2023. With 1,500 employees worldwide, we thrive in a fast-moving environment driven by adaptability, innovation, and collaboration.

In our company, your work directly contributes to a more sustainable world. Whether you're driving projects forward, optimizing operations, or leading strategic initiatives, you're contributing to our mission to improve the global environment and foster local development.

At Voltalia, we welcome individuals from all backgrounds, whatever your race, ethnicity, gender, nationality, age, disability, sexual orientation, and experience. In our company, diversity drives innovation and contributes to a workplace where everyone can thrive.

Ready to make an impact? Bring your energy—let’s power a sustainable future together!

Your Missions

The EPC Administrative Assistant handles daily administrative tasks for our construction projects across the UK.

This is a diverse and exciting role, providing administrative support for scheduling, documentation, team coordination, project planning, budgeting, and supplier communications.

The suitable candidate will be highly organised, proactive and efficient. They will be providing support across all administration requirements for our EPC department, providing systems and admin support to ensure compliance as directed by the Portfolio Managers and relevant compliance managers.

Administrative Responsibilities

• Coordinate day-to-day operations, including scheduling meetings, managing calendars, and organizing travel arrangements.
• Maintain comprehensive filing systems for permits, contracts, supplier information, and project documentation.
• Prepare reports, presentations, and correspondence as needed by the project management team.

Project Support

• Assist with tracking project timelines, deliverables, and milestones across multiple solar farm developments.
• Monitor budgets, support procurement processes, and help with invoice tracking and approvals.
• Coordinate with suppliers, contractors, and local authorities to ensure smooth communication and compliance.
• Support the business line to utilise the support systems and build efficiency
• Provide admin support for the Project Managers as required in the procurement process / tendering process etc.

Regulatory & Compliance administration

• Maintain updated records of health and safety documentation and environmental compliance reports. Work with the HSE team, to ensure the business line has the correct administration in place, to support the administration of PPE, permit systems, Site Management systems etc.
• Assist with preparing and submitting planning documents and regulatory filings.
• Ensure all administrative procedures comply with internal policies and external legal requirements.

Team Coordination

• Support onboarding for new team members and facilitate access to company systems and tools.
• Act as a liaison between internal departments such as engineering, finance, and operations.
• Organize team-building activities, internal meetings, and training sessions.

Communication & Stakeholder Engagement

• Draft and distribute internal updates, newsletters, or memos related to solar farm projects.
• Assist in preparing materials for stakeholder presentations or public consultations.
• Be present and provide support to new starters during the onboarding process
• Order marketing and branded material from suppliers, ensuring designs are completed in line with the marketing team and brand guidelines
• Organise internal events such as team building, company gatherings and social events
• Provide budgetary information to EPC employees in a timely manner

Please note that this list of responsibilities is not exhaustive, and additional duties will be assigned as needed by the company.

Qualifications & Experiences

• Previous experience in an admin role within a construction setting
• Understanding of invoicing and PO systems
• Advanced skills in Microsoft Office applications, Sharepoint etc.

Key Skills

• Excellent organisational skills
• Ability to prioritise tasks and manage a diverse workload
• Excellent interpersonal skills with an open and friendly manner
• Excellent verbal and written communication

If this opportunity excites you, we'd love to hear from you! Apply now!

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