Business Administrator

Position Overview

The Energy Business Administrator provides support to Energy Division Manager, Energy Project Manager, and Energy Engineers in managing the office’s administrative functions in day-to-day operations; which may include several of the following areas: contract administration, managing correspondence, compiling, tracking and analyzing information for a wide variety of projects; provides project managements assistance on the assigned projects; manages work orders; enters and tracks lighting inventory, purchasing, budget spending; schedules meetings; maintains calendars for Energy Department; maintains travel arrangements for the company; provides support to company’s Accounts Payable department.

Minimum Qualifications

Education and Experience

1. High school diploma or equivalent, Bachelor's Degree in Business related field preferred

2. Previous experience in administrative assistant, secretary, business administration or related fields desired, but not required

Essential Knowledge, Skills and Abilities

1. Strong interpersonal, oral and written communication skills

2. Teamwork oriented attitude

3. Strong attention to detail

4. Ability to effectively multi-task

5. Excellent organizational skills

6. Must be efficient, organized, and resourceful

7. Must be proactive and have ability to work independently

8. Must possess the ability to follow directions and take the initiative when required

9. Must have exceptional analytical skills

10. Must be willing to take up new responsibilities and adjust to the changing work environment as needed

11. Proficient knowledge of Microsoft Office applications

Principal Job Responsibilities

1. Answers telephones and directs the caller to the appropriate person

2. Provides administrative support to all Energy division’s projects

3. Manages Energy Division’s schedule and transmits it to the assigned personnel

4. Creates, sends and tracks labor requests to other departments

5. Obtains material quotes from vendors for division’s lighting projects

6. Verifies accuracy of purchase orders for division’s lighting projects

7. Coordinates with suppliers and vendors to ensure timely order and delivery of materials

8. Coordinates and schedules projects with the customers as needed

9. Coordinates material rental and trash removal for energy division lighting projects

10. Creates Operational and Maintenance Manuals and Warranty documents for the customer at project close-out stage

11. Updates lighting inventory

12. Works with procurement department by submitting material transfer forms

13. Manages STEM account – accepts and directs dispatched tickets for System Servicing to technician, coordinates schedule with the

customer, requests materials to be shipped to or picked up from the warehouse, communicates issues to the appropriate STEM

personnel, submits invoices

14. Makes flight, car, and hotel reservations for the company’s personnel

15. Supports Accounts Payable staff by entering vendor’s invoices into Jonas Enterprise software and filing invoices

16. Works closely with Accounts Receivable to ensure the projects of Energy Department gets invoiced

17. Creates Energy Advantage program’s opportunities for small businesses using Salesforce platform, tracks updates and changes; submits

all necessary documents for project close-out stage

18. Applies for Hawaii Energy rebates on Customer’s behalf, submits all necessary documents to appropriate Hawaii Energy personnel

19. Occasionally quotes small energy division projects