At Energy Solutions we believe in the importance of authentic interactions and equitable opportunities.
Key Responsibilities
Coordinate facility support, maintain general order of physical office space, and serve as single point of contact for access, vendors, suppliers, and maintenance support
Communicate with property managers and maintenance to resolve repairs and coordinate deep cleaning
Monitor supply levels, anticipate office needs, and coordinate timely orders for supplies and equipment
Monitor inventory and coordinate orders for office supplies and snacks
Forecast meals aligned with IDEA values, coordinate vendors, and communicate with office staff for All-Hands meetings
Perform first aid kit audits and update office-related public-facing documents (e.g., FAQs, internal client resources)
Collaborate with meeting hosts to reserve space, recommend room layouts, coordinate supplies and catering within budget, anticipate IT needs, and liaise with IT partners. Restore meeting spaces to standard layout after use
Research and recommend event options, validate quality and policy alignment, coordinate travel and accommodations, recommend inclusive meal options, and collaborate with event architects to deliver required materials. Track and coordinate access to company space and security materials
Support expense payments by processing requests for approved expenses and prepare accurate expense reports for Finance
Support employee onboarding and offboarding in collaboration with IT and People & Culture
Coordinate travel arrangements by identifying appropriate routes and lodging options in alignment with Energy Solutions policy guidelines
Ensure compliance with Workplace Experience processes, procedures, and company policies, including data confidentiality and record retention
Requirements
High School degree or equivalent
A minimum of 1 year of administrative experience that demonstrates foundational proficiency in administrative tasks as well as increasing responsibility
Working experience coordinating office or administrative workflows (e.g., scheduling, ordering, documenting requests, tracking tasks) within established procedures
Working experience supporting meetings and events (logistics, vendor coordination, supplies/catering, communications) and following checklists and timelines
Basic experience supporting facilities-related requests (e.g., access, maintenance, vendor visits) by routing requests and tracking status to completion
Strong problem-solving skills (working proficiency), with the ability to resolve routine issues and escalate non-routine concerns appropriately within guidelines
Working knowledge of event planning support, including coordinating logistics, tracking details, and supporting vendor communications
Working knowledge of confidentiality practices, with demonstrated ability to handle sensitive information with discretion and professionalism
Basic knowledge of standard office tools (email, calendars, documents, spreadsheets) to coordinate schedules, maintain trackers, and support documentation needs
Demonstrated ability to work with minimal supervision (working proficiency) by following established processes, making routine decisions, and communicating when support or escalation is needed
CPR and First Aid certified or willing to become certified
A skills assessment will be required as part of the interview process (Microsoft office: word, excel, and powerpoint)
The hourly range for this role is $25.00 - $30.00, with a target compensation of $25.00 - $28.50 based on experience and qualifications
Ready to Apply?
Join Energy Solutions and make an impact in renewable energy