Administrative Specialist

Clean Virginia; Charlottesville (VA); On-site; USD 45,000 - 55,000; Full time

Job summary

A nonprofit organization dedicated to clean energy is seeking an Administrative Specialist in Charlottesville, VA. This full-time role involves managing day-to-day office operations, supporting financial tasks, and maintaining internal systems. The successful candidate will have strong organizational skills, excellent communication abilities, and relevant experience. Familiarity with technology and bookkeeping systems is preferred. The position requires presence in the Charlottesville office on weekdays and begins in March 2026.

Qualifications

• 3+ years in office management, administration, or operations.
• Excellent communication skills, both written and verbal.
• Experience with bookkeeping and vendor management.

Responsibilities

• Manage day-to-day operations of the office, ensuring smooth functioning.
• Coordinate facilities vendors and manage leases and supplies.
• Support financial operations including payroll processing.

Skills

Organizational skills

Verbal communication

Written communication

Attention to detail

Technical proficiency

Time management

Tools

QuickBooks

Google Workspace

Slack

Salesforce

Bill.com

Job description

Clean Virginia is seeking a detail-oriented, proactive Administrative Specialist. The Administrative Specialist is the organization’s backbone for office operations, technology coordination and administrative support. The ideal candidate is highly organized, tech-savvy and comfortable balancing independent work with collaborative problem solving in a dynamic environment.

This full time position will be based in Charlottesville. Our full team currently meets twice weekly in our Charlottesville office. Our in-person office time is subject to change if needed in order to meet our mission. The ideal candidate for this role will be available to be present in the Charlottesville office on all weekdays.

The ideal candidate can start in March 2026.

Duties and Responsibilities

• Office & Facilities Management
• Manage day-to-day operations of the Charlottesville office, ensuring a well-functioning and welcoming workspace.
• Oversee annual setup and operations of the temporary Richmond office during the Virginia General Assembly session (December–April), including leases, utilities, equipment, and staff needs.
• Coordinate facilities vendors and service providers; manage leases, supply orders, repairs, and mail systems.
• Maintain inventory of office equipment and supplies across locations.
• Serve as point of contact for all internal technology systems, coordinating with vendors and IT consultants.
• Maintain hardware and software systems; manage user accounts, devices and troubleshooting.
• Support smooth digital operations for staff in offices and remote settings.
• Support operations team and external bookkeeper in Clean Virginia’s financial operations, including assisting with payroll processing, expense reimbursements, organizational programmatic budgeting and actuals, and vendor payments.
• Manage organizational inboxes and incoming communications; triage inquiries as appropriate.
• Maintain internal systems for recordkeeping, file organization and compliance.

General Operations Support

• Assist the operations team with delegated tasks and special projects.
• Provide administrative support for organization-wide meetings, retreats and events.
• Develop and maintain internal administrative policies and procedures in coordination with the operations team.
• Support onboarding and offboarding processes for staff.
• Ensure Clean Virginia’s strategic imperative of equity, justice, and inclusion is included in all efforts.
• Perform other duties as assigned.

Physical & Mental Requirements

• Able to sit in a stationary position for long periods of time.
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Able to constantly operate a computer and other office productivity machinery, such as a calculator, copy machine, and computer printer.
• Occasionally ascends/descends stairs to access additional areas of the office environment.
• The ability to communicate information and ideas so others will understand. Must be able to exchange accurate information in these situations.
• The ability to observe details at close range (within a few feet of the observer).
• Frequently moves boxes weighing up to 20 pounds across the office for various needs.

Qualifications

• Commitment to Clean Virginia’s mission and values.
• Excellent written and verbal communication skills.
• Strong organizational skills and attention to detail.
• Able to manage multiple priorities.
• Must be based in or willing to relocate to Charlottesville, VA.
• 3+ years of relevant experience in office management, administration or operations.
• Familiarity with bookkeeping, payroll systems and vendor management systems — experience with QuickBooks, Divvy and Bill.com preferred.
• Comfort and skill with technology — experience with Google Workspace, Slack, Salesforce and IT troubleshooting preferred.
• Experience managing facilities, leases and vendors preferred.