Office Administrative Assistant

Intelligent Green Solutions • Bainbridge, NY • 1d ago

Job description: Intelligent Green Solutions (IGS) is a leader in providing advanced heat pump and HVAC systems. We deliver energy-efficient solutions for residential and commercial customers. To support our growing operations, we are excited to add an Office Assistant to our Bainbridge team to ensure our local facilities run smoothly and our teams are well-supported.

Role Overview The Office Assistant provides essential administrative support to our two Bainbridge facilities. This role is the organizational backbone for our local operations, focusing on employee onboarding, timesheet management for our field technicians, warehouse administration, and calendar coordination for key staff. The ideal candidate is exceptionally organized, reliable, and comfortable handling confidential information. This on-site position requires a 7:00 AM start time.

What Youll Do (Responsibilities)

People Operations Support: Manage all administrative aspects of the new hire onboarding process, including paperwork completion (I-9, W-4, etc.), benefits enrollment coordination, and ensuring a smooth first-day experience. Timesheet & Payroll Coordination: Accurately collect, verify, and track daily and weekly timesheets for all field technicians. Ensure data is correct and submitted on time for payroll processing. Warehouse & Facility Support: Provide direct administrative support to the warehouse facility, including managing office supply inventory, coordinating facility maintenance, and handling shipping/receiving paperwork. Calendar & Meeting Coordination: Manage and coordinate calendars for Bainbridge leadership, schedule internal/external meetings, book conference rooms, and assist with event logistics. Office Operations: Serve as the primary point of contact for the Bainbridge offices. Manage incoming calls, greet visitors, sort and distribute mail/packages, and maintain a clean and professional office environment. Documentation & Record-Keeping: Maintain accurate and confidential employee files, assist with data entry into our Odoo ERP system, and prepare routine reports as needed. Professional Communication: Handle inbound inquiries from employees and vendors, draft internal memos, and communicate professionally and clearly across all departments.

Qualifications

Experience: At least 2 years in an administrative support, HR assistant, or office coordination role. Tech-Savvy: Proficient with Microsoft Office (Word, Excel, Outlook). Prior experience using a CRM or ERP system (like Odoo, Salesforce, NetSuite, etc.) is required. Schedule: Ability to work a full-time, on-site schedule beginning at 7:00 AM local time. Highly Organized: Exceptional attention to detail, especially with data entry, paperwork, and scheduling. Discretion: Proven ability to handle confidential employee and company information with professionalism. Communication Skills: Strong written and verbal communication skills, with a professional and helpful demeanor. Reliability: Punctual and dependable, with a proactive approach to managing tasks and solving problems.

Nice to Have (Optional)

Prior experience with timesheet tracking or payroll administration. Familiarity with a construction, trades, or warehouse environment. Basic knowledge of HR administrative processes (onboarding, I-9 verification).

Intelligent Green Solutions (IGS) is an Equal Opportunity Employer. IGS is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need assistance or an accommodation due to a disability, please contact us at recruitment@intelligentgreensolutions.com or 1-866-669-1786.

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