Office Administrator (Legal & Operations Support)

GREENLINK ENERGY SOLUTIONS INC•Rockford, IL

1d•Onsite

About The Position

Greenlink Energy Solutions is building the next generation of commercial clean energy infrastructure—designed for performance, resilience, and long-term value. We partner with organizations to deliver intelligent energy systems that reduce risk, control costs, and strengthen operational independence. We are seeking a highly organized, detail-oriented Office Administrator (Legal & Operations Support) to support cross-functional operations with a strong emphasis on legal documentation, administrative systems, and internal coordination. This role is ideal for someone with a paralegal background who is also tech-savvy and comfortable working within CRM platforms and internal systems. The Shared Services & Office Administrator plays a critical role in maintaining the structure, accuracy, and accessibility of key business documentation and administrative systems. This individual will support internal stakeholders—including leadership and in-house counsel—by ensuring processes are streamlined, records are organized, and reporting requirements are consistently met.

Requirements

Strong organizational and document management skills
High attention to detail with a focus on accuracy and consistency
Tech-savvy with experience in CRM systems and digital document platforms
Ability to manage multiple priorities and meet deadlines
Strong communication and coordination skills
Proficiency in Microsoft Office and/or Google Workspace

Nice To Haves

Paralegal background or experience supporting legal teams

Responsibilities

Prepare, format, and update legal and operational documents as requested by leadership
Maintain organized, centralized records of contracts and agreements
Categorize, file, and ensure accessibility of all documentation
Support document tracking and version control to maintain accuracy and consistency
Assist in-house counsel with administrative legal support
Coordinate and manage monthly grant reporting requirements
Gather, compile, and verify data for grant submissions
Ensure reports are completed accurately and submitted on time
Maintain organized records of all grant-related documentation
Manage and maintain internal systems, including KeyCafe access and tracking
Support CRM and administrative platforms to ensure operational efficiency
Identify opportunities to improve internal workflows and organization
Register warranties for HVAC equipment and maintain accurate records
Track and organize warranty documentation for quick and easy retrieval
Maintain inventory of office equipment and supplies
Track and manage Greenlink merchandise inventory
Coordinate with internal teams to ensure accurate inventory levels
Submit PandaDoc billing requests for merchandise purchases
Ensure all supporting documentation is complete, accurate, and properly recorded