Job Summary
The Technical Administrator plays a vital role in supporting the operational, project, and team functions within a dynamic solar energy organization. This position is responsible for coordinating administrative workflows, managing documentation across platforms such as Salesforce, SharePoint, and Procore, and ensuring smooth onboarding and support for new employees. The role also includes maintaining project records, processing invoices, data entry and data quality assurance processes.
This role is expected to be performed in-office, providing hands-on support for workspace setup, team coordination, and access to physical documentation and equipment. The ideal candidate will be highly organized, detail-oriented, and comfortable working across multiple software systems. They will collaborate with engineering, project management, and transaction teams to ensure data accuracy, timely communication, and efficient execution of administrative tasks. This role requires a proactive individual who can manage multiple priorities and contribute to continuous process improvement in a fast-paced renewable energy environment.
Duties and Responsibilities
Provides administrative support and demonstrates skills required to compose memoranda, reports, correspondence, and replies to correspondence and maintains confidentiality as required. Reviews and prioritizes mail, and directs correspondence to appropriate staff as needed, and maintains correspondence logs. Maintains files and records of office correspondence. Creates and maintains various databases and products by proficiently using Excel, Salesforce, Procore, PowerPoint, and other software applications. Receives reviews and/or develops reports for distribution to various departments for appropriate action. Performs administrative tasks independently by showing initiative and with minimal supervision. Reviews and edits outgoing correspondences and materials for format clarity and content accuracy.. Assists with scheduling meetings and appointments for department personnel. Arranges for phone and video conferences and meetings including scheduling logistics, schedules space and time, and notifies participants. Monitors common email inboxes (Accounts Payment, Interconnection, etc) and receives inquiries, and screens for appropriate staff. Works collaboratively to ensure the work is complete on time and with high-quality.
Example Tasks
· Reserving and preparing conference rooms and coordinating logistics for team events.
· Take notes and keep records of meetings and action items.
· Set up templates for reports, internal and external documents, power point presentations, letters, etc.
o Adapt existing documents and drafted documents to align with internal templates.
· Support formatting and drafting of documents, and presentations.
· Invoice processing.
o Collect documentation to set up suppliers on internal payment software.
o Set up documentation for invoice processing.
o Track payments.
· Organize data rooms for internal/external data sharing as needed.
· Print documents and drawings as needed, organize papers for site visits.
· Project management support:
o Draft project agreements for legal review based on quotes, and route for approval.
o Set up workflows for EPC submittals and SSI internal review and acceptance.
o Upload submittals for record.
o Support uploading project deliverables and drawings to ProCore.
o Project set up on internal platforms:
- Â NetSuite, Salesforce, SharePoint, Procore, CompanyCam, Paycom.
- Â Set up photo albums on CompanyCam & Procore
o Support all members of the team with data entry and quality management activities in databases:
- Â Salesforce, Procore, Wattch, Company Cam, Smartsheet.
o Review key dates for specific projects, ensure team members verify dates weekly.
o Ensure data is up to date and accurate, complete missing fields, verify with appropriate team members and make corrections as needed.
o Document close out report information, including lessons learned and process improvement documents for reference and accountability.
· Recruiting and New Employee Onboarding:
o Process resume data and enter into applicant tracking sheet.
o Organize interview schedules for candidates.
- Â Reserve conference rooms.
- Â Send schedule, resume and appointments to all interviewers.
o Set up desks for new employees, clean out old papers and materials, wipe down surfaces.
o Welcome and guide new employees through general onboarding processes.
o Follow up to ensure new employees have all equipment, supplies, and software as expected.
Knowledge, Skills, and Abilities
· Administrative experience preferred.
· Proficiency in Excel, Word, and PowerPoint.
· Familiarity with project management platforms.
· Understanding of file organization, naming conventions, and repository structures.
· Technical Proficiency uploading and managing documents on platforms.
· Data entry and validation in databases.
· Attention to Detail ensuring data accuracy, file naming consistency, and completeness of documentation.
· Initiative to proactively identify missing data, following up with team members, and improving processes.
· Adaptability supporting various departments and adjusting to evolving workflows.
· Collaboration working with cross-functional teams.
Work Environment
This job operates in a full time in-person professional office environment. This role routinely involves the use of standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines. Interfaces with project engineers, project managers, transaction diligence specialists, and other departments.
Physical Demands
Conducts work in a professional office setting with occasional off site work at marketing events, site visits, or trade shows. Physical working conditions may involve the following:
· The role is primarily performed in a professional office setting. The employee will work at a desk using a computer, phone, and other standard office equipment.
· Extended screen time will be spent working on digital platforms requiring sustained attention to detail and data accuracy.
