Office Administrator (Part Time)

POSITION DESCRIPTION: 
 

We are seeking a highly organized and detail-oriented Office Administrator to manage office supplies, coordinate facility maintenance, handle billing processes, and support administrative tasks across multiple departments. This role includes overseeing vendor services, managing company assets, and collaborating with HR on onboarding/offboarding processes. The ideal candidate will have a proactive attitude, excellent communication skills, and the ability to handle multiple tasks with accuracy and efficiency. This position reports to the Admin & Facilities Manager or another senior member of leadership that the President of the Company may designate. This position is based out of our Irvine office, with an in-office schedule set at the direct manager’s discretion in accordance with the Company’s policies and procedures. Remote options are not available.

RESPONSIBILITIES:

1. Office Supplies and Equipment Management
   • Stock and maintain kitchen supplies, snacks, and office supplies.
   • Manage inventory for keyboards, mice, monitors, and other office equipment.
   • Process orders through Amazon, Costco, and other vendors, ensuring cost allocation by department.
2. Parking and Transportation Management
   • Handle parking validations, transponder purchases/activations, and parking ticket reimbursements.
   • Review parking bills monthly, issue reminders, and disconnect transponders for employees with low office attendance.
3. Vendor and Invoice Management
   • Manage monthly invoicing for Verizon, FedEx, and other service providers.
   • Coordinate FedEx shipments, create shipment labels, and allocate shipping expenses by department.
   • Oversee Cleverse system and other approval processes for vendor payments.
4. Asset and Expense Tracking
   • Maintain records of fixed assets (e.g., monitors, laptops), ensuring proper tracking in the ERP system.
   • Break down and allocate expenses from corporate credit card usage, ensuring accurate cost-center allocations.
   • Process employee expense reports for domestic and international business trips, monitoring for accuracy.
5. Onboarding/Offboarding Support
   • Coordinate onboarding for new hires, including access cards, transponder setup, and distribution of office policies.
   • Manage offboarding processes, including asset returns and system updates in collaboration with HR.
6. Policy and Compliance Management
   • Ensure adherence to office policies, including FedEx and transponder usage.
   • Communicate policy changes to employees and provide guidance on requests for personal office supplies.
7. General Administrative Support
   • Assist with meeting and event coordination, including ordering monthly company lunches and setting up conference rooms.
   • Distribute HQCA and other inquiry emails to relevant departments and respond to routine requests.
   • Regularly check the company mailbox, processing incoming documents and packages.

REQUIRED QUALIFICATIONS:

• Bachelor's degree in business administration or related field preferred.
• 3+ years of experience in office administration or similar roles.
• Strong organizational skills with attention to detail and accuracy.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).
• Ability to manage multiple tasks, prioritize effectively, and meet deadlines.
• Excellent verbal and written communication skills.

Hanwha Q CELLS America Inc. (“HQCA”) is headquartered in Irvine, CA, and handles sales for the North American region. It is a subsidiary of Hanwha Q CELLS Co., Ltd., one of the world´s largest and most recognized photovoltaic manufacturers for its high-performance, high-quality solar cells and modules. It is headquartered in Seoul, South Korea (Global Executive HQ) and Thalheim, Germany (Technology & Innovation HQ). Through its growing global business network spanning Europe, North America, Asia, South America, Africa, and the Middle East, the company provides excellent services and long-term partnerships to its customers in the utility, commercial, government, and residential markets. Hanwha Q CELLS is a flagship company of Hanwha Group, a FORTUNE Global 500 firm, and a Top 8 business enterprise in South Korea. HQCA recently acquired Geli, a leading developer of Energy Management System software for energy storage, solar, and other renewable resources.

 All qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.