Administrative Coordinator Hybrid

Administrative Coordinator (Hybrid)

ID

2024-4266

Category

Administrative/Clerical

Position Type

Full-Time

Pay Range

$27. 00 - $46. 00 Hourly

Scope of Position

EDF Renewables North America is a market-leading independent power producer and service provider with over 35 years of experience. We deliver grid-scale power: wind (onshore and offshore), solar photovoltaic, and storage projects; distribution-scale power: solar and storage; asset optimization: technical, operational, and commercial expertise to maximize the performance of generating projects, and onsite solutions, through the Company's PowerFlex affiliate, offering a full suite of onsite energy solutions for commercial and industrial customers: solar, storage, EV charging, energy management systems, and microgrids.

The Support Services Administrative Coordinator is responsible for managing and coordinating the administrative aspects of a company's Technical Training, High Voltage, Field Engineering, and Quality departments. In accordance with AO goals and objectives and the core values of EDF Renewables, assist the Technical Training, High Voltage, Field Engineering, and Quality by coordinating all administrative aspects of assigned projects' activities to include, but not limited to, reporting, data entry and data analysis, vendor coordination, inventory management tasks, procurement process, CMMS (SAP or applicable system).

Training Coordination:

Schedule training sessions, book rooms, and ensure all necessary equipment and materials are available.

• Coordinate with trainers and participants, managing invitations and attendance lists.

• Arrange for catering, transportation, and accommodation for training events as needed.

Administrative Support:

• Provide administrative support to the Technical Training, High Voltage, Field Engineering, and Quality, including document preparation, data entry, and file management.

• Maintain and update training records, such as attendance sheets, feedback forms, and completion certificates.

• Generating support services safety incident reports and safety training completion reports.

• Consolidating data and delivering Profit & Loss reports.

• Conducting annual review of contractual billing rate and escalation changes.

• Coordinating and creating purchase requisitions and purchase orders.

• Supporting Support Services Management with service order process.

• Coordinating and confirming vendor ISNet compliance.

• Performing overall SAP tasks as required for timely payment of invoices (MIGO, VIM) as well as addressing and resolving any associated invoicing needs. Timely and correct onboarding of vendors into business management system.

Communication:

• Serve as a point of contact for training-related inquiries from employees, trainers, and external vendors.

• Communicate training schedules and updates to relevant stakeholders.

Resource Management:

• Manage inventory of training materials, including manuals, handouts, and electronic resources.

• Ensure the availability of technical equipment and troubleshoot any issues that arise.

Budget and Expense Tracking:

• Assist in the preparation and monitoring of the high voltage and technical training budgets.

• Process invoices and expense claims related to high voltage and technical training activities.

Reporting:

• Compile reports on training activities, expenses, and participant feedback. Analyze data to help assess the effectiveness of training programs. Consolidating data and delivering Profit & Loss reports.

• Generating safety incident reports and safety training completion reports

• Manage and own the accuracy of vehicle fleet databases for Support Services

Vendor and Stakeholder Relations:

• Liaise with external training providers and vendors to organize training sessions and negotiate contracts.

• Build and maintain relationships with internal stakeholders to understand training needs.

Learning Management System (LMS) Administration:

• Administer the organization's LMS, uploading course materials, and managing user access. Track and report on employee progress and completion of online training modules.

Compliance and Accreditation:

• Ensure that training programs comply with relevant laws, regulations, and industry standards.

• Assist with the accreditation process for training programs, where applicable.

Continuous Improvement:

• Gather feedback from training participants and trainers to identify areas for improvement.

• Recommend changes to streamline administrative processes and enhance the training experience.

Other duties as assigned.

Working Conditions:

90% of time is spent in the office environment, utilizing computers (frequent use of various Microsoft software/programs), phones, and general office equipment. 10% of time is spent outside of the office visiting sites in addition to attending various trainings and meetings.

Education/Experience

• High school diploma required with at least 2-4 years of relevant business administration experience.

• A degree in Business Administration, Human Resources, or a related field is often preferred.

• Experience in an administrative role, preferably within a training or HR department.

• Familiarity with Learning Management Systems and e-learning technologies.

• Ability to handle confidential information with discretion.

• Basic understanding of contract compliance, inventory management and procurement processes.

• Business administration experience while working for a large company and understanding basic accounting principles.

• Previous working with CMMS, Ariba and SAP are all pluses.
• Knowledge of Microsoft Suite is necessary.

Physical Requirements:

Ability to occasionally lift items such as office supplies and laptop computers, typically not exceeding 15 pounds.

EDF Renewables offers best-in-class employee benefits, including the following:

• Competitive bonus incentives. This position is eligible for our annual bonus program.
• Comprehensive health coverage. EDF Renewables USA provides low-cost health & wellness coverage for employees and their eligible dependents.
• Rewarding 401k. EDF Renewables provides a generous matching contribution.

We are also proud to offer:

• Favorable paid time off programs, including paid parental leave after one year of service.
• Rewarding learning & care.