Office Manager

Job Description:

The Office Manager is responsible for overseeing day-to-day administrative operations to ensure the office runs efficiently and professionally. This role coordinates office services, supports staff and leadership, manages vendors and facilities, and helps maintain accurate records and smooth internal workflows.

Key Responsibilities

Office Administration & Operations

    Oversee office workflows, schedules, and day-to-day administrative support

    Manage incoming/outgoing mail, deliveries, and general office coordination

    Ensure office supplies and equipment are stocked and functioning

Facilities & Vendor Management

    Coordinate maintenance requests, repairs, and service calls

    Manage office vendors (cleaning, IT support, equipment servicing, etc.)

    Track service agreements, renewals, and basic office compliance needs

Purchasing & Inventory

    Process purchase requests, maintain supply inventory, and assist with budgeting needs

    Obtain quotes, compare options, and ensure cost-effective purchasing

Records & Documentation

    Maintain organized office files (digital and/or paper)

    Support document control for policies, forms, and internal records as needed

Front Desk / Visitor Support (if applicable)

    Greet visitors and route inquiries appropriately

    Maintain professionalism and ensure smooth check-in processes

Team Support

    Support onboarding logistics (badges, accounts, supplies)

    Assist with scheduling, room booking, and internal event coordination

Scheduling & Coordination

    Coordinate meetings and calendars for leadership and/or teams

    Maintain spreadsheets or tracking tools for tasks and office requests

Required Qualifications

•  Experience in office administration, facilities coordination, or a similar role (e.g., 5+ years)
• Mandatory: Fluent English and Spanish (written and spoken), other European languages are a plus.
•   Strong organizational and prioritization skills with attention to detail
•   Proficiency with Google Workspace and/or Microsoft Office (Outlook/Excel)
•   Excellent communication skills (written and verbal)
•   Ability to manage multiple vendors and deadlines

Preferred Qualifications

  Experience in healthcare, legal, education, or professional services environments

  Familiarity with invoicing tools or basic accounting processes

  Experience supporting HR tasks (onboarding coordination, basic paperwork)

  Comfort with light IT coordination (e.g., ticketing, device setup)

Skills & Competencies

  Customer-service mindset and professionalism

  Discretion with confidential information

  Strong problem-solving and follow-through

  Timely, proactive communication with stakeholders

  Reliability and ability to work independently

At Nextpower, we are driving the global energy transition with an integrated clean energy technology platform that combines intelligent structural, electrical, and digital solutions for utility-scale power plants. Our comprehensive portfolio enables faster project delivery, higher performance, and greater reliability, helping our customers capture the full value of solar power. Our talented worldwide teams are redefining how solar power plants are designed, built, and operated every day with smart technology, data-driven insights, and advanced automation. Together, we’re building the foundation for the world’s next generation of clean energy infrastructure.

We are Nextpower