Executive Administration

Job Description

Department: HR & AdminTeam: HR & AdminReports To: General Manager HR & AdminPosition Executive: AdministrationPosition Type: Full-timeLocation/Country of Employment: Gurugram, IndiaExperience: (Min)5 years in AdministrationContact: careersind@ibvogt.comCompany OverviewEstablished in 2002, ib vogt GmbH is a global leader in the development and delivery of high-quality large-scale turnkey photovoltaic (PV) plants. With a focus on innovation and sustainability, ib vogt has a significant international presence, operating in over 43 countries with a portfolio that includes over 1.15 GWp of installed capacity. Our headquarters are in Berlin, Germany, with offices in the UK, USA, Australia, Panama, Poland, Finland, Spain, India, and Southeast Asia, as well as joint ventures across Africa.Position Descriptionib vogt Solar India is seeking a qualified and experienced Administration Executive to join our team. This role requires a proactive individual with strong interpersonal skills and an experience in administration. This role shall also actively be involved in supporting site staff for smooth operations and will be actively involved in supporting sites teams in case of any site disruptions.ResponsibilitiesNew Site Set-Up:Facilitate and manage the setup of new project sites office and guest houses, ensuring all logistical and administrative requirements are met.Appoint support staff, if requiredSite Coordination:Collaborate with various teams at project site offices to resolve issues and ensure smooth operations.Housekeeping Management:Oversee housekeeping activities to maintain a clean and safe work environment.Vendor Management:Liaise with vendors for office supplies, equipment maintenance, and other services to ensure timely and quality delivery.Inventory Management:Maintain and manage office inventory, ensuring adequate supplies and equipment are available for staff.Office Maintenance:Oversee maintenance and repairs of office facilities, coordinating with external contractors as needed.Compliance and Safety:Ensure compliance with company policies and legal regulations, particularly related to health and safety standards.Budget Management:Assist in preparing and monitoring the administration budget, ensuring cost-effective use of resources.Event Coordination:Organize and manage company events, meetings, and conferences, including logistics, catering, and other arrangements.Communication:Act as a point of contact for internal and external communications, addressing inquiries and providing information as needed.Document Management:Maintain and manage administrative records, ensuring accurate documentation and filing systems are in place.Support to Senior Management:Provide administrative support to senior management, including scheduling meetings, preparing reports, and handling confidential information.Required QualificationsEducation:Bachelor’s Degree in any stream from a reputed institution.Experience:A minimum of 5 years of experience in administration, demonstrating a proven track record of managing various administrative functions effectively.Skills:Proficiency in MS Office (Word, Excel, PowerPoint) and other relevant software.Excellent verbal and written communication skills.Strong organizational and multitasking abilities.Effective time management and prioritization skills.Basic budget management and financial reporting skills.Preferred QualificationsBachelor’s degree in commerce/science.Experience in the solar/renewable industry.CompetenciesTechnical:Knowledge of inventory management software.Behavioral:Strong ability to build and maintain relationships with team members, vendors, and other stakeholders.Keen attention to detail to ensure accuracy in all administrative tasks.Proactive approach to identifying and resolving issues efficiently.Compensation and BenefitsCompetitive remuneration based on experience.Opportunities for professional and personal development.A truly international working environment with a diverse and motivated team.Engaging and challenging tasks in a growing, future-oriented industry.Application ProcessIf you are passionate about renewable energy and have the expertise to work in Administration, we encourage you to apply. Please send your resume and cover letter to careersind@ibvogt.com with the subject line ” Application for Administration Executive ” .Equal Opportunity StatementAt ib vogt GmbH, we are committed to creating an inclusive environment for all employees. We are proud to be an equal opportunity employer and consider all qualified applicants without regard to race, colour, religion, gender identity, nationality, origin, or disability.