Administrative Coordinator, Operations

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Qcells

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Ankeny, IA, United States

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Description





Title: Administrative Coordinator, Operations
Department: SP Construction
Location: Ankeny, IO
Supervisor: Senior Director of Construction- Self Perform

FLSA Status: Non-Exempt
Position Status: Permanent, Full-Time

Work Status (Remote/Hybrid/In-Office): On-site


Administrative Coordinator, Operations


Hanwha Qcells USA Corp (Qcells USA), headquartered in Irvine, CA, specializes in providing utility-scale modules, solar photovoltaic (PV), and battery energy storage systems (BESS) project development, along with Engineering, Procurement, and Construction (EPC) services for solar and BESS projects nationwide. Qcells USA delivers comprehensive turnkey solutions encompassing the entire utility-scale project lifecycle. By choosing Qcells USA for turnkey solutions, customers can reduce uncertainty and risk, leading to enhanced investment returns and contributing to a more sustainable future.


Qcells USA’s complete turnkey solutions seamlessly integrate the expertise of our Module, Development, and EPC teams, while ensuring close coordination with other vital internal groups such as Project Finance, Systems Integration, and Legal. This collaborative approach ensures that Qcells USA projects deliver exceptional value and performance. With several multi-billion-dollar investments, Qcells is pioneering the establishment of the only complete module supply chain in the U.S., including the expansion of our Georgia module manufacturing facility, which stands as the largest in the Western Hemisphere.


As an integral part of the global Qcells brand, Qcells USA benefits from a legacy of excellence in photovoltaic manufacturing. Qcells is renowned worldwide for its high-performance, superior-quality solar cells and modules. With dual headquarters in Seoul, South Korea (Global Executive HQ) and Thalheim, Germany (Technology & Innovation HQ), Qcells operates under the umbrella of Hanwha Group, a FORTUNE Global 500 company and one of the top 8 business conglomerates in South Korea.


SUMMARY:


The Administrative Coordinator plays a vital role in ensuring the seamless operation of our self-perform construction group by managing senior business leaders’ schedules, coordinating travel, and overseeing office functionality. The role requires strict confidentiality, efficient organization of meetings and events, and precise handling of sensitive documentation and expense reporting. Additionally, this position is responsible for maintaining accurate employee transfer records and location tracking to support resource allocation and deployment. The successful candidate will be proficient in the Microsoft suite, and adept at managing a broad array of requests with a proactive and collaborative approach. This position reports to the Senior Director of Construction. This position is located in Irvine, CA and working hours are Monday through Friday, from 8:00am to 4:00pm or 9:00am to 5:00pm local time. Overtime and weekend working hours may be required as needed. This position is travel up to 10%


ESSENTIAL JOB FUNCTION & RESPONSIBILITIES

  • Regular attendance, in accordance with company's attendance policy and supervisory assignment, is an essential job duty requirement for this position
  • Maintain strict confidentiality regarding overly sensitive information and conversations.
  • Manage the Outlook calendars of senior leaders, balancing and rescheduling meetings as necessary to meet dynamic needs.
  • Coordinate detailed travel arrangements, including air and ground transportation, and lodging, ensuring flexibility for last-minute changes.
  • Schedule, organize and coordinate for various meetings, including executive sessions, internal conferences, client events, and project alignment meetings.
  • Promptly complete and submit expense reports, adhering to company policies and ensuring accuracy.
  • Draft, prepare, and proofread memorandums, presentations, and agenda materials.
  • Record and manage minutes and action items from meetings.
  • Utilize tools such as Procore, Teams, Outlook, and Power BI.
  • Complete and track the status of employee transfers, providing essential information to employees regarding local details for their next assignments.
  • Manage the employee location tracker, ensuring accuracy in location, mobilization, and demobilization dates to facilitate effective resource planning and deployment.
  • Oversee the daily operation of the office, ensuring its smooth function. This includes managing office supplies, coordinating maintenance and repair of office equipment, and ensuring the office environment is organized and conducive to productivity.
  • Manage and respond to a wide range of requests with prompt action and a positive, consultative demeanor.
  • Provide departmental reception services.


REQUIRED QUALIFICATIONS

  • 3-5 years of experience in an administrative or coordinator role.
  • Associate degree or higher in business administration, management, or related field; equivalent experience may substitute for education.
  • Proficiency in Microsoft office (word, excel, PowerPoint, power bi, teams), and familiarity with Procore or similar project management tools.
  • Excellent organizational, communication, and problem-solving abilities, with a strong emphasis on confidentiality and professionalism.
  • Any relevant business administration or executive support certifications.


PHYSICAL DEMANDS

  • Stationary Position: frequently remains stationary up to 90% of the time and sitting up to 8 hours in a day
  • Move/Traverse: infrequently bend, stand, stoop and/or walk
  • Carry Weight: infrequently carry weight and/or lift objects (light to heavy) weighing up to 10 pounds
  • Hearing and Speech: frequently communicates with the ability to hear and talk on a regular basis with employees, coworkers, and all personnel matters; must be able to exchange accurate information in these situations.
  • Sight: frequent use of sight to detect images on computer, office documents, and office objects near and far.
  • Climb: occasionally ascends/descends on stairway to get to office upper and lower floors.
  • Travel is not required.


WORK ENVIRONMENT


  • Regular professional, office business setting
  • Noise level ranges from low to moderate (if in office setting)
  • Noise level ranges from moderate to high (if on construction worksite)


Hanwha Qcells is proud to be an at-will Equal Opportunity Employer and prohibits discrimination against race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, pregnancy, citizenship, disability, protected veteran status and any other classification protected by applicable federal, state, or local law. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.


We are committed to the full inclusion of all qualified individuals. As part of this commitment, Hanwha Qcells will provide reasonable accommodations to all qualified individuals with disabilities to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment. Please contact us to request accommodation at hr-usa@qcells.com.


Nothing in this statement shall imply implicitly or explicitly a guarantee of employment outside our at-will employment opportunity.