Office Administrator

POSITION DESCRIPTION:

The Office Administrator supports the General Administration team and HR team across a broad spectrum of Admin and HR functions and responsibilities. As an Office Administrator at Hanwha Qcells America Inc., you will play a vital role in maintaining a well-organized and efficient office environment across our San Francisco and Santa Clara locations. Reporting to the Administration and Facilities Manager, you will oversee office operations, facilitate executive-level meetings and events, and support high-level administrative tasks for visiting executives and expatriates from Qcells' headquarters in Korea and other global branches. This role requires a proactive, detail-oriented professional with a background in office management and event coordination This position requires to be on-site located in Santa Clara, CA and working hours are Monday through Friday, from 9:00am to 6:00pm or from 8:00am to 5:00pm, however, you may be required to work during the special event occurred in San Francisco and after working hours at company and manager’s discretion.

RESPONSIBILITIES

1. Office Management

• Oversee daily office maintenance, ensuring compliance with safety regulations and fostering a safe working environment.
• Conduct regular office inspections and suggest layout improvements to enhance productivity.
• Act as the primary contact for office vendors, managing contracts and billing for services such as furniture, IT, cleaning, and travel arrangements.
• Develop and manage the office budget, monitoring expenses and identifying cost-saving opportunities while maintaining inventory within budget constraints.
• Handle various administrative tasks, including accounts payable, petty cash, and preparing monthly SG&A reports for the office.
• Implement and enforce security protocols and emergency preparedness plans; conduct routine safety drills.
• Coordinate with vendors, monitor their performance, and uphold service level agreements.
• Organize and manage company events, including monthly lunches, executive meetings, and annual gatherings.
• Maintain accurate records of office space utilization and relevant documentation, ensuring compliance with company and regulatory standards.
• Contribute to budgeting, forecasting, and allocation of resources for facilities and future office expansions.

1. Event Coordination and Support

• Coordinate logistics and support for executive-level meetings and events, maintaining the condition of event venues and ensuring sufficient inventory for daily operations.
• Respond to event-related inquiries from stakeholders, providing guidance on venue details and local information.
• Manage company assets and ensure the confidentiality of sensitive information.
• Support employee separation processes as needed, including preparing separation notices and conducting exit interviews.
• Operate proficiently in a digital environment, managing PDF forms, checklists, and e-filing systems for event and office administration.
• Take on special projects and adapt to evolving tasks and priorities with flexibility.

REQUIRED QUALIFICATIONS
 

• Bachelor’s Degree (BA or BS) preferred.
• Minimum of 5 years’ experience in office management and event coordination, ideally supporting executive-level operations.
• Advanced proficiency in Microsoft Office, particularly Excel.
• Ability to manage sensitive and confidential matters with the utmost discretion.
• Bilingual in Korean preferred.

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.