Administrative Coordinator, Operations
Irvine, CA
Hanwha Q CELLS USA Corp – EPCm Construction /
Full-time (Remote) /
Hybrid
The Administrative Coordinator plays a vital role in ensuring the seamless operation of our self-perform construction group by managing senior business leaders’ schedules, coordinating travel, and overseeing office functionality. The role requires strict confidentiality, efficient organization of meetings and events, and precise handling of sensitive documentation and expense reporting. Additionally, this position is responsible for maintaining accurate employee transfer records and location tracking to support resource allocation and deployment. The successful candidate will be proficient in the Microsoft suite, and adept at managing a broad array of requests with a proactive and collaborative approach. This position reports to the Senior Director of Construction. This position is located in Irvine, CA and working hours are Monday through Friday, from 8:00am to 4:00pm or 9:00am to 5:00pm local time. Overtime and weekend working hours may be required as needed. This position is not expected to travel.
ESSENTIAL JOB FUNCTION & RESPONSIBILITIES
- Regular attendance, in accordance with company's attendance policy and supervisory assignment, is an essential job duty requirement for this position
- Maintain strict confidentiality regarding overly sensitive information and conversations.
- Manage the Outlook calendars of senior leaders, balancing and rescheduling meetings as necessary to meet dynamic needs.
- Coordinate detailed travel arrangements, including air and ground transportation, and lodging, ensuring flexibility for last-minute changes.
- Schedule, organize and coordinate for various meetings, including executive sessions, internal conferences, client events, and project alignment meetings.
- Promptly complete and submit expense reports, adhering to company policies and ensuring accuracy.
- Draft, prepare, and proofread memorandums, presentations, and agenda materials.
- Record and manage minutes and action items from meetings.
- Utilize tools such as Procore, Teams, Outlook, and Power BI.
- Complete and track the status of employee transfers, providing essential information to employees regarding local details for their next assignments.
- Manage the employee location tracker, ensuring accuracy in location, mobilization, and demobilization dates to facilitate effective resource planning and deployment.
- Oversee the daily operation of the office, ensuring its smooth function. This includes managing office supplies, coordinating maintenance and repair of office equipment, and ensuring the office environment is organized and conducive to productivity.
- Manage and respond to a wide range of requests with prompt action and a positive, consultative demeanor.
- Provide departmental reception services.
REQUIRED QUALIFICATIONS
- 3-5 years of experience in an administrative or coordinator role.
- Associate degree or higher in business administration, management, or related field; equivalent experience may substitute for education.
- Proficiency in Microsoft office (word, excel, PowerPoint, power bi, teams), and familiarity with Procore or similar project management tools.
- Excellent organizational, communication, and problem-solving abilities, with a strong emphasis on confidentiality and professionalism.
- Any relevant business administration or executive support certifications.
$25 - $38 an hour
