Office Administrator

Job Summary: We are seeking a highly organized and proactive Office Administrator to be the central hub of our daily operations.

The ideal candidate will be a vital support to our technical and sales teams, ensuring smooth administrative functioning and contributing to our company's efficiency and professional image.

This role is perfect for a detail-oriented individual with excellent communication skills and a passion for supporting a mission-driven business.

Key Responsibilities: Administrative Support: Manage the front desk, greet visitors, and answer incoming calls in a professional manner.

Handle all incoming and outgoing mail and correspondence.

Maintain and organize both digital and physical filing systems.

Schedule appointments, meetings and manage bookings.

Provide direct administrative support to management and staff as needed.

Customer Service & Communication: Serve as the first point of contact for client inquiries, providing basic information and directing them to the appropriate technical staff.

Prepare and send out quotes, invoices, and follow-up communications to clients.

Maintain positive relationships with clients, vendors, and partners.

Documentation & Data Management: Assist in preparing reports, proposals, and presentations.

Manage customer data records and ensure information is accurate and up-to-date in our CRM/system.

Process paperwork for new orders, installations, and service requests.

Office Management: Monitor and maintain office supply inventory.

Coordinate with vendors and suppliers for office needs.

Ensure the office environment is tidy and well-organized.

Qualifications & Education Requirements: A minimum of a Diploma in Business Administration, Office Management, or a related field is required.

A Bachelor's degree in a relevant field is highly preferred.

Experience: Proven experience of 1-2 years as an Office Administrator, Administrative Assistant, or similar role.

Experience in the construction, HVAC, renewable energy, or a related technical industry (optional). Technical Skills: Proficiency in Microsoft Office Suite (especially Word, Excel, Outlook, and PowerPoint). Proficiency in handling social media Accounts (Meta, YouTube, snapchat, TikTok) Familiarity with accounting software CRM is a plus.

Ability to quickly learn new software, such as Accrobiz or industry-specific programs.

Key Competencies (Soft Skills): Exceptional organizational and time-management abilities.

Excellent written and verbal communication skills.

Strong attention to detail and a high level of accuracy.

Ability to work independently and as part of a team.

Problem-solving skills and a proactive attitude.

Please send your resume/CV