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