Office Administrator

Office Administrator Helios Energy LLC Syracuse, NY Job Details Full-time $52,000 - $60,000 a year 2 days ago Benefits Paid holidays Health insurance Dental insurance 401(k) Paid time off Vision insurance 401(k) matching Qualifications Google Workspace Teamwork Filing Microsoft Office Attention to detail Data entry Construction administrative experience Full Job Description Position Overview We are seeking a highly organized and detail-oriented Office Administrator to support daily operations for a growing commercial solar company. This role is responsible for coordinating administrative activities, managing company processes, supporting project teams, and helping ensure smooth communication between internal departments, clients, vendors, and subcontractors. The ideal candidate is proactive, professional, and comfortable working in a fast-paced environment focused on renewable energy and commercial construction projects. Key Responsibilities Manage day-to-day office operations and administrative functions Schedule meetings, coordinate calendars, and assist with travel arrangements Maintain project documentation, contracts, permits, and filing systems Manage phone calls, respond to emails, and direct inquiries appropriately Assist project managers with tracking project timelines, invoices, and compliance paperwork Coordinate onboarding paperwork for new employees and subcontractors Prepare reports, spreadsheets, and presentations as needed Order office supplies and maintain office organization Support accounting functions including invoicing, purchase order processing, expense tracking, data entry, and basic accounts receivable/payable coordination. Communicate with vendors, utility companies, clients, and inspectors regarding project documentation and scheduling Ensure confidential information is handled professionally and securely Qualifications 2+ years of administrative or office management experience preferred Experience in construction, energy, engineering, or solar industries is a plus Strong organizational and multitasking abilities Excellent written and verbal communication skills Proficiency with Microsoft Office Suite and Google Workspace Experience with project management or accounting software is preferred Ability to prioritize tasks and work independently High attention to detail and accuracy Preferred Skills • Familiarity with commercial construction documentation, permitting processes, utility interconnection paperwork, and project lifecycle administration. Experience supporting project-based teams Knowledge of invoicing and basic bookkeeping processes Ability to work in a collaborative, deadline-driven environment Interest in renewable energy and sustainability initiatives Compensation & Benefits Salary range: $52,000-$60,000 annually, depending on experience

Schedule:

Monday-Friday, 8:00 AM - 5:00 PM Health insurance Paid time off and holidays 401(k) with company match Opportunity to contribute to the growing renewable energy industry Work Environment Full-time position Monday-Friday schedule In-office or hybrid work environment depending on company needs Fast-paced, team-oriented culture focused on innovation and sustainability How to Apply Please submit your resume and a brief cover letter outlining your relevant administrative experience, software proficiency, and interest in supporting commercial solar projects. We are an equal opportunity employer and welcome applicants from a wide range of backgrounds and experiences.

Pay:

$52,000.00 - $60,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Health insurance Paid time off Vision insurance

Work Location:

In person