Administrative Assistant in Piedmont, South Dakota at GenPro Energy Solutions
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Job Description
CAREER OPPORTUNITY Job Description |
Administrative Assistant
Department: General Administrative Location: Piedmont, SD (In-Office)
Reports To: Jill Spindler Type: Full-Time / Non-Exempt
VISION Make Clean Energy Easy. | MISSION Deliver Quality Energy Systems — On Budget and On Time. |
ABOUT GENPRO
GenPro Energy Solutions is a nationally recognized renewable energy EPC contractor dedicated to building the infrastructure that powers stronger communities and a more resilient energy future. We are a team of builders, problem-solvers, innovators, and leaders who take pride in delivering complex projects safely, efficiently, and with unwavering integrity. Our reputation has been earned through consistent execution, trusted partnerships, and a commitment to excellence in everything we do.
At the heart of our culture is a simple belief: People First. We recognize that exceptional projects are built by exceptional people, and our success begins with the talented individuals who bring expertise, dedication, and character to every job site, office, and customer interaction. By investing in our employees, supporting their growth, and empowering them to lead, we create teams capable of delivering on our vision: On Budget. On Time.
We seek individuals who are driven by purpose, energized by challenges, and motivated to make a lasting impact. At GenPro, you will work alongside talented professionals who are passionate about their craft, committed to continuous improvement, and united by a shared mission to serve our customers, communities, and one another. If you are looking for an opportunity to build a meaningful career while helping shape the future of American energy infrastructure, we invite you to explore a future with GenPro.
POSITION SUMMARY
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.
PAY GRADE RANGE
$18.00 - $22.00 per hour based on experience.
KEY RESPONSIBILITIES
Front Office & Communications
- Answer incoming phone calls and manage company voicemail.
- Route incoming web inquiries to the appropriate team members.
- Assist with phone system configuration and updates.
Mail & Shipping
- 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.
Office Supplies
- Order Office & Building Supplies
- Restock and organize supplies in supply rooms and closets.
- Serve as point of contact for water and coffee vendors.
Vendor & Service Provider Coordination
- 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.
Fleet & Vehicle Administration
- 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.HR, Compliance & Clerical Support
- 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.
Scheduling, Events & Travel Coordination
- 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.
Cross-Functional Collaboration
- 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.
REQUIRED QUALIFICATIONS
| PREFERRED QUALIFICATIONS
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SKILLS / EXPERIENCE
- Strong proficiency with Microsoft Excel, Word, and Outlook.
- Experience managing office supplies, vendors, and facilities coordination.
- Familiarity with I-9 documentation and general HR recordkeeping practices.
- Ability to maintain organized records and filing systems.
- Strong interpersonal and phone communication skills.
- Ability to prioritize and multitask in a deadline-driven environment.
- Comfort learning and supporting office technology and phone systems.
- Experience managing calendars and coordinating complex, multi-party scheduling, ideally including support for senior leadership.
- Eagerness to take ownership, bring a positive attitude to every task, and grow into greater responsibility as skills develop.
SPECIAL REQUIREMENTS & WORK ENVIRONMENT
This position description reflects the general nature and scope of the role and is not intended to be an exhaustive list of responsibilities, duties, or qualifications. Responsibilities and expectations may evolve as GenPro continues to grow and scale its operations.
Applicants being considered for hire must pass a background check and drug test before beginning work. Refusal to submit to a background check or drug testing will result in disqualification of further employment consideration.
The information contained in this position description describes the general nature and level of work being performed in this job. This description is not intended to be an all-inclusive list of responsibilities, duties, and requirements for employees in this position. The incumbent is responsible for performing all duties in a safe and efficient manner in compliance with safe work procedures and safety regulations. This job description is not intended to constitute an offer or contract of employment. Job descriptions may and do change periodically.
GenPro Energy Solutions is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.
Monday through Friday
8am - 5pm