Solar Project Admin & Executive Support Specialist

SmoothMoves Incorporation; Batangas City; On-site; PHP 300,000 - 540,000; Full time

Job summary

SmoothMoves Incorporation in Batangas City, Philippines, seeks an experienced Executive & Administrative Assistant to support a senior executive with calendar management, travel coordination, and critical correspondence. This role combines administrative duties with project tracking for solar and electrical initiatives, requiring strong organizational and communication skills.

You will engage with customers, vendors, and internal teams, maintain files, and help implement policies while ensuring

Qualifications

• College degree in Electrical Engineering with at least 5 years PM experience.
• Proven experience as an Executive Assistant, Administrative Assistant, Office Manager, Personal Assistant, or similar role.
• Communicates clearly and professionally with executives, employees, customers, vendors, and contractors.
• Proficiency with Microsoft Office or Google Workspace.
• Ability to learn company-specific software, CRM, project management, and accounting systems.
• Experience in solar, electrical, construction, engineering, home improvement, or renewable energy. Preferably a licensed electrical engineer.

Responsibilities

• Manage and maintain the executive's calendar, appointments, meetings, and commitments.
• Schedule and coordinate internal and external meetings, including customer, vendor, contractor, and management meetings.
• Prepare meeting agendas, notes, presentations, reports, and other executive documents.
• Monitor emails, messages, and correspondence and prioritize items requiring executive attention.
• Draft, proofread, and organize professional correspondence, letters, proposals, and company communications.
• Maintain organized digital and physical files and records.
• Handle confidential company, employee, customer, and financial information with discretion.
• Coordinate travel arrangements, accommodations, transportation, and itineraries when necessary.
• Prepare reminders and follow-ups to ensure important deadlines and commitments are met.
• Assist the executive with personal or business-related administrative tasks as appropriate.
• Assist leadership with day-to-day business operations and administrative projects.
• Track important company deadlines, contracts, renewals, permits, licenses, and certifications.
• Coordinate communication between leadership and departments such as sales, operations, installation, accounting, and customer service.
• Follow up with employees and managers regarding outstanding tasks and deadlines.
• Help develop and maintain administrative systems and processes to improve efficiency.
• Prepare status reports and summaries for management.
• Assist with implementing company policies, procedures, and organizational initiatives.
• Help identify administrative bottlenecks and recommend improvements.
• Assist in tracking solar and electrical projects from sales through installation and completion.
• Maintain project schedules and follow up on outstanding requirements.
• Coordinate documentation between customers, sales representatives, project managers, electricians, installers, suppliers, and management.
• Assist with tracking permits, inspections, utility requirements, interconnection documentation, and project-related paperwork.
• Follow up on project milestones, approvals, inspections, and outstanding items.
• Maintain accurate project files and documentation.
• Assist with scheduling site visits, inspections, installations, and other appointments.
• Communicate project updates to leadership and relevant team members.
• Help ensure customers receive timely updates when requested.
• Serve as a professional point of contact for selected customers and business partners.
• Respond to customer inquiries by phone, email, or other communication channels.
• Route technical, billing, installation, or service questions to the appropriate department.
• Follow up on customer concerns and ensure they are addressed promptly.
• Assist with employee onboarding and administrative paperwork. (if walang hr)
• Maintain employee files and other confidential documentation as authorized.
• Schedule interviews and coordinate communication with candidates.(if need maghire)
• Assist management with employee meetings, announcements, and company events.
• Help track employee certifications, training, licenses, and required documentation.
• Support internal company communications and administrative initiatives.
• Experience in solar, electrical, construction, engineering, home improvement, or renewable energy. Preferably a licensed electrical engineer.
• Experience supporting a business owner, CEO, President, or senior executive.
• Experience with CRM or project management software.
• Experience coordinating projects, contractors, vendors, or field teams.
• Familiarity with solar installation processes, electrical services, permitting, inspections, or utility requirements.
• Basic understanding of business operations and financial administration.
• Organization: Able to keep schedules, documents, projects, and priorities organized.
• Communication: Communicates clearly and professionally with executives, employees, customers, vendors, and contractors.
• Problem-Solving: Identifies issues and takes appropriate action before they become larger problems.
• Time Management: Effectively manages competing priorities and deadlines.
• Attention to Detail: Accurately handles documents, schedules, customer information, and project requirements.
• Confidentiality: Maintains strict confidentiality regarding business and personal information.
• Initiative: Anticipates the needs of leadership and takes action without constant supervision.
• Adaptability: Comfortable working in a growing and changing business environment.
• Professionalism: Represents the company and executive leadership in a professional manner.
• Technology: Comfortable learning and using business software, spreadsheets, email, calendars, CRM systems, and other digital tools.

Skills

Communication

Organization

Time management

Problem-solving

Discretion/Confidentiality

Attention to detail

Initiative

Adaptability

Professionalism

Education

Electrical Engineering degree

Tools

Microsoft Office

Google Workspace

CRM software

Project management software

Accounting systems

Job description

SmoothMoves Incorporation in Batangas City, Philippines, seeks an experienced Executive & Administrative Assistant to support a senior executive with calendar management, travel coordination, and critical correspondence. This role combines administrative duties with project tracking for solar and electrical initiatives, requiring strong organizational and communication skills.

You will engage with customers, vendors, and internal teams, maintain files, and help implement policies while ensuring