Office Assistant

Office Assistant

Gemma Power Systems is seeking a full-time Office Assistant to join our team. This position plays a key role in supporting daily operations and providing administrative assistance across the organization. The ideal candidate is a motivated, self-driven professional who enjoys helping others, is strong at multitasking and capable of managing priorities accordingly. The ideal candidate will possess exceptional organizational and communication skills, maintain a high level of professionalism, and demonstrate confidence, adaptability, reliability, and a positive attitude in a fast-paced work environment.

Job Responsibilities

• Serve as the primary reception contact, welcoming employees and guests in a professional and friendly manner.
• Assist visitors with check-in procedures and guide guests to appropriate office locations, meeting rooms, etc.
• Receive, process, and distribute incoming and outgoing mail and packages timely.
• Manage main phone line, including answering, screening, and transferring incoming calls and recording and updating phone greetings and prompts.
• Manage multiple voicemail inboxes, including monitoring, screening, and distributing messages to the appropriate individuals in a timely manner.
• Collaborate with staff to support meetings and events, including managing conference room schedules, coordinating front lobby digital messaging, preparing meeting materials and spaces, coordinating food and beverage, including delivery or pickup when needed, resetting meeting spaces upon completion, and coordinating outside venues when requested.
• Support employees with a variety of administrative functions, including preparing and formatting documents and presentations, scanning, copying and printing documents, data entry, managing business card orders, supporting expense processing, processing invoices related to office supplies and services, and providing other general administrative support as needed.
• Assist with travel and lodging coordination, including airline reservations, lodging reservations, hotel authorizations as required, itinerary changes and other transportation needs, such as car rentals or train services.
• Assist with onboarding activities, including supporting new hire welcome packages, preparing Home Office workspaces, and supporting coordination of building access.
• Manage and maintain adequate inventory of all office and breakroom supplies.
• Maintain a clean, organized, and professional reception and common office areas.

The above job responsibilities are intended to describe the general nature and level of work performed by individuals assigned to this position. The above list is not intended to be an all-inclusive list of responsibilities and duties.

Education, Experience, and Skill Requirements

• High school diploma or equivalent
• 3+ years of experience in supporting a professional office environment
• Proficient in utilizing Microsoft Office Programs (Outlook, Teams, Word, Excel, etc.)
• Knowledge and experience with Adobe Acrobat
• Experience in utilizing a companywide phone system
• Excellent verbal and written communication skills
• Strong organizational skills with a high attention to detail
• Ability to prioritize and achieve objectives within established timeframes
• Punctual and reliable with a commitment to daily attendance
• Strong interpersonal skills and ability to work well within a team
• Ability to maintain confidentiality of sensitive company information
• Work independently with a high level of self-direction as well as in a team environment
• Able to maintain a friendly, positive, and professional attitude
• Must be self-driven, resourceful, motivated, assertive and adaptable

Gemma Benefits

• Paid Time Off (PTO)
• Comprehensive Nationwide Health and Welfare Benefits
• Company-Sponsored Events
• Financial Planning and Savings Resources
• 401(k) Retirement Savings Plan
• Paid Holidays
• Work-Life Balance

Gemma Power Systems, a wholly owned subsidiary of Argan Inc. (NYSE: AGX), is a leading Engineering, Procurement and Construction (EPC) company providing innovative solutions for the power and renewable industries. Our wide-ranging and comprehensive experience comprises more than 22 GW installed capacity including state-of-the-art combined cycle and simple cycle gas turbine plants, biomass projects, solar facilities, wind farms, biofuel plants, and environmental facilities spanning the continental United States.

Gemma Power Systems is an equal opportunity employer. Employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other protected classification as established under federal, state, or local law.