Administrative Assistant

Genpro Energy Solutions•Piedmont, SD

3d•$18 - $22•Onsite

About The Position

This role is responsible for providing day-to-day administrative and clerical support that keeps GenPro's office running smoothly. The Administrative Assistant serves as a first point of contact for phones, mail, and visitors while supporting leadership and teams across the organization. The successful candidate will possess strong organizational skills, attention to detail, and a customer-service mindset. This individual must be able to manage multiple priorities, coordinate with vendors and service providers, and handle confidential information with discretion. This role will help support GenPro’s office operations, vendor relationships, and administrative systems as we scale our national solar & BESS EPC pipeline. This role will also provide scheduling and calendar support including complex, multi-department event planning and dedicated support for the CEO and other C-Suite members—and offers the right candidate an opportunity to master core administrative functions and grow into additional responsibility over time.

Requirements

2+ years of administrative, clerical, or office support experience.
Proficiency with Microsoft Office (Word, Excel, and Outlook).
Strong organizational and time-management skills with the ability to manage multiple priorities.
Excellent written and verbal communication skills.
High attention to detail and accuracy.
Positive, can-do attitude with a strong sense of ownership, and a desire to master core administrative functions and grow into additional responsibility over time.
Professional, customer-service-oriented demeanor when interacting with staff, vendors, and visitors.
Ability to handle confidential information with discretion.
Ability to work independently and reliably in a fast-paced, deadline-driven environment.

Nice To Haves

Experience supporting fleet, HR, or compliance administration.
Familiarity with ADP or similar HRIS/payroll systems.
Experience coordinating vendors and service providers.
Notary certification, preferred but not required.

Responsibilities

Answer incoming phone calls and manage company voicemail.
Route incoming web inquiries to the appropriate team members.
Assist with phone system configuration and updates.
Coordinate FedEx and other administrative shipping tasks for the office and provide occasional backup support to the Supply Chain department for shipping needs as requested.
Order Office & Building Supplies
Restock and organize supplies in supply rooms and closets.
Serve as point of contact for water and coffee vendors.
Serve as the primary point of contact when something in the building needs repair, maintaining the list of service providers and calling and coordinating repairs as needed (e.g., plumbing, HVAC, electrical, janitorial, vending machines, and IT).
Manage relationships with building and equipment service providers and schedule routine service and repairs.
Coordinate printer and vendor requests.
Support fleet administration, including maintaining MVR records.
Maintain CDL driver lists.
Support process for auto registration and license plates.
Partner with the Fleet Manager, Finance, and HR to provide administrative support for MVR (Motor Vehicle Record) tracking and driver record management.
Utilize current systems, research and evaluate other systems or tools, to determine the best way to track MVRs, driver records, and license statuses in compliance with company policy and DOT requirements.
Conduct regular audits of driver lists and license statuses to help ensure safe, compliant drivers across the organization.
Provide routine clerical and administrative support for leadership and teams, including: Assisting with I-9 documentation, Performing ADP data entry, Supporting routine permitting and compliance filings, including ODRISA permits.
Assist with website updates.
Make lunch and dinner reservations.
Make hotel, airline, and travel reservations.
Assist with organizing and planning events.
Manage day-to-day scheduling and calendar coordination for team members and departments.
Support complex, multi-stakeholder scheduling and event planning across multiple departments.
Provide dedicated scheduling and calendar support for the CEO and other C-Suite members, including coordinating meetings, prioritizing competing requests, and resolving conflicts.
Work closely with leadership and teams across departments to support day-to-day operations.
Provide additional administrative support as needed to keep office operations running smoothly.
Take on ad hoc project work and special assignments across departments as needs arise.