Administrative Assistant

SunEnergy1; Charlotte, Northern (NC, KY); Hybrid; USD 42,000 - 55,000; Full time

Job summary

SunEnergy1 is seeking an Office Administrative Assistant to provide essential administrative and clerical support for the smooth operation of the office. The role involves document preparation, filing, records management, scheduling, and assisting multiple departments with day-to-day administrative needs.

The ideal candidate will be highly organized, detail-oriented, and capable of managing multiple priorities in a fast-paced environment, delivering professional customer service and maintaining

Qualifications

• 2–5 years of administrative or office support experience.
• Excellent organizational and time management skills.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.

Responsibilities

• Prepare, format, proofread, and distribute business documents, reports, presentations, and correspondence.
• Maintain electronic and physical filing systems, ensuring documents are organized and accessible.
• Scan, upload, index, and archive documents in shared drives and DMS.
• Manage document version control and ensure latest revisions are distributed.
• Create and maintain spreadsheets, databases, logs, and tracking reports.
• Coordinate document signatures through electronic platforms and maintain records.
• Assist with preparing contracts, PO's, vendor packets, and project documentation.
• Support onboarding paperwork for new employees.
• Answer calls and greet visitors professionally.
• Schedule meetings and coordinate calendars.
• Order and maintain office supplies and equipment.
• Process incoming/outgoing mail, shipping, and deliveries.
• Assist with travel arrangements and expense reports.
• Maintain office organization and administrative records.
• Support leaders with special projects and admin requests.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Customer service

Professional demeanor

Tools

Microsoft Office Suite

Adobe Acrobat

Google Workspace

Electronic document management systems

DocuSign or Adobe Sign

Microsoft Teams/SharePoint

Job description

The Office Administrative Assistant provides administrative and clerical support to ensure the efficient operation of the office. This role is responsible for document preparation, organization, filing, records management, scheduling, office coordination, and supporting multiple departments with day-to-day administrative needs. The ideal candidate is highly organized, detail-oriented, and able to manage multiple priorities in a fast-paced environment.

Key Responsibilities

• Prepare, format, proofread, and distribute business documents, reports, presentations, and correspondence.
• Maintain electronic and physical filing systems, ensuring documents are organized, accurate, and easily accessible.
• Scan, upload, index, and archive company documents in shared drives and document management systems.
• Manage document version control and ensure the latest revisions are distributed appropriately.
• Create and maintain spreadsheets, databases, logs, and tracking reports.
• Coordinate document signatures through electronic signature platforms and maintain executed records.
• Assist with preparing contracts, purchase orders, vendor packets, and project documentation.
• Support onboarding paperwork and general administrative documentation for new employees.
• Answer and direct incoming phone calls and greet visitors professionally.
• Schedule meetings, reserve conference rooms, and coordinate calendars.
• Order and maintain office supplies, equipment, and kitchen inventory.
• Process incoming and outgoing mail, shipping, and deliveries.
• Assist with travel arrangements, expense reports, and meeting logistics.
• Maintain office organization, common areas, and administrative records.
• Support leadership and department managers with special projects and administrative requests.
• Ensure confidential information is handled with discretion.

Qualifications

• 2–5 years of administrative or office support experience.
• Strong experience preparing and managing business documents.
• Excellent organizational and time management skills.
• High attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Professional demeanor with excellent customer service skills.

Technical Skills

• Microsoft Office Suite (Word, Excel, Outlook, PowerPoint)
• Adobe Acrobat
• Google Workspace
• Electronic document management systems
• Electronic signature platforms (DocuSign or Adobe Sign)
• Microsoft Teams and SharePoint preferred

Preferred Experience

• Construction, engineering, manufacturing, or renewable energy industry experience.
• Experience supporting multiple departments and executives.
• Familiarity with ERP systems such as NetSuite, SAP, or Oracle.
• Experience maintaining project documentation and records.