Job Description
The role involves managing office operations, providing high-level administrative support to the executive team, and fostering a positive office environment to ensure smooth daily functions at EnergyHub's Brooklyn office.
Key Responsibilities
- Manage vendor relationships, invoicing, and payments
- Oversee office supplies, budgets, and purchase orders
- Coordinate facilities, IT needs, and office setup for meetings
- Plan and manage office visitors, meals, and capacity
- Ensure office cleanliness and maintenance with janitorial staff
- Onboard new hires with security access and office passes
- Organize office events, including weekly lunches and employee engagement activities
- Manage executive team schedules, appointments, and expenses
- Process invoices and reimbursements accurately and timely
Requirements
- Work from the Brooklyn office five days per week.
- Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.
- Manage the company’s corporate credit card, ensuring invoices are submitted and paid on time.
- Manage purchase orders for the organization and keep track of the budgets set for recurring charges.
- Maintain and follow a budget for office supplies.
- Partner with IT to manage facilities and tech needs, ensuring conference rooms are properly set up with necessary supplies and ready for meetings throughout the day.
- Plan for company visitors, arranging for meals as needed and preparing desk office space to manage capacity.
- Coordinate with janitorial staff to ensure proper cleaning of office spaces weekly.
- Communicate policies regarding office space and visits, and manage the flow of guests in the office.
- Ensure all new hires are entered into the building security system and receive a building pass and office fob on their first day.
- Coordinate weekly EnergyGrub for the Brooklyn office, taking into consideration dietary restrictions.
- Update the company calendar with weekly onsite lunch details, communicate if there is a delay, and be present to unpack the lunch.
- Keep track of stock in the office pantry and refrigerator, considering food allergies and dietary restrictions.
- Perform general physical office duties.
- Manage President and executive team’s schedules, calendars, appointments, and expenses.
- Ensure invoices and reimbursements are processed accurately and timely for the President.
- Possess highly organized skills with the ability to prioritize work and automate routine tasks where appropriate.
- Have excellent communication and relationship-building skills.
- Own and manage budgets and purchase orders (POs).
- Have professional experience using Slack and Slack apps.
- Demonstrate experience of using both Google Suite and Mac OS for work.
- Adopt a proactive, high-ownership approach to work and collaboration.
- Maintain a commitment to creating a positive, friendly, and respectful office environment, with sensitivity and confidentiality at work.
Benefits & Perks
Compensation/salary range: $70,000 - $80,000 USD
Work schedule: Flexible with the ability to set your own schedule
Work environment perks: Fully stocked fridge and pantry, free Citi Bike membership, secure bike rack, gym subsidy
Additional benefits: 100% paid medical for employees, 401(k) with employer match, paid parental leave, education assistance program
Ready to Apply?
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