Office Administrator - Energy Cost Savings Solutions

We are a premier, rapidly expanding energy efficiency and property solutions enterprise headquartered in Brooklyn, NY, operating as a single trusted partner for commercial and residential building owners, property managers, and real estate developers across the region. Built on over 15 years of proven industry leadership, our organization encompasses specialized divisions dedicated to building envelope weatherization, energy efficiency mechanical upgrades, state and local regulatory compliance, carbon reduction strategies, utility rebate procurement, and EV charging infrastructure installation. Having successfully served over 125,000 commercial and residential clients, unlocked more than $500 million in grant incentives, and generated over $1.5 billion in long-term energy savings, our enterprise stands as a driving force in modern urban decarbonization. Our multidisciplinary team unites field technicians, compliance experts, financial strategists, and project managers under one roof to deliver high-impact, full-lifecycle sustainability projects. By combining deep technical expertise with seamlessly integrated service delivery, we empower real estate stakeholders to minimize operating overhead, fulfill rigorous environmental mandates, and future-proof their physical assets for decades to come.

We are seeking a highly organized, resourceful, and self-directed Office Administrator to serve as the daily operational backbone of our corporate headquarters in Borough Park, Brooklyn (conveniently located near 12th Avenue and 39th Street). Operating in a full-time, 100% in-office capacity, this essential secretarial and administrative position is tailored for an individual who excels at independent problem-solving, possesses a strong critical-thinking mindset, and brings a true "get-it-done" work ethic to every assignment. In this role, you will take total ownership of front-office hospitality, key administrative communications, internal documentation workflows, digital file management, executive support logistics, and general office technology. Rather than waiting for continuous direction, the ideal candidate naturally anticipates operational bottlenecks, steps in to streamline administrative processes, and ensures that daily office functions execute flawlessly while our specialized teams handle complex energy projects. If you take genuine pride in keeping an office organized, operating with autonomy, maintaining high accuracy in document management, and serving as the dependable point of contact for internal teams and incoming visitors, this position offers a stable, supportive, and engaging long-term professional home.

Key Responsibilities

• Administrative & Secretarial Operations: Manage daily front-office and secretarial duties, including greeting visitors, answering incoming telephone inquiries, screening calls, taking precise messages, and directing correspondence to the appropriate department personnel.
• Document Preparation & Management: Utilize PDF software (such as Adobe Acrobat) and Microsoft Office suite (Word, Excel, Outlook) to draft, format, edit, compile, and organize executive correspondence, detailed reports, client packets, and operational spreadsheets.
• Independent Problem Solving: Proactively identify operational bottlenecks, exercise strong critical thinking to address daily office challenges independently, and keep executive workflows moving forward without requiring constant oversight.
• Office Organization & Logistics: Maintain an immaculate, well-ordered physical office space and digital filing directory; monitor and replenish office supplies, oversee incoming/outgoing mail and deliveries, and assist with vendor coordination.
• Basic Technology & Digital Support: Manage basic office hardware and software systems (printers, scanners, cloud storage, email tools, and internal communication platforms), ensuring smooth functionality and troubleshooting everyday technical issues as they arise.
• Cross-Departmental Coordination: Assist operations managers and division leads with schedule management, administrative follow-ups, record management, and basic data entry to support high-priority client projects and deadlines.

Qualifications & Requirements

• Proactive Mindset: Strong ability to think independently, anticipate operational needs, exercise excellent practical judgment, and bring a hands-on "get-it-done" work ethic every single day.
• Software & Tech Proficiency: Solid proficiency with Adobe software (Acrobat/PDF editing) and the Microsoft Office Suite (Word, Excel, Outlook), along with a comfortable, natural aptitude for general office technology and digital tools.
• Communication Skills: Excellent verbal and written communication skills with a professional demeanor and strong interpersonal tact.
• Organizational Mastery: Superior organizational skills, keen attention to detail, and the proven ability to multitask, prioritize duties, and meet strict deadlines in a busy work environment.
• Work Location & Schedule: Ability to work full-time in person, Monday through Friday, at our Borough Park facility near 12th Ave & 39th St in Brooklyn, NY.

Compensation & Schedule

• Base Salary: $50,000 – $60,000 per year (depending on experience and capabilities)
• Employment Type: Full-Time
• Schedule: Monday – Friday, full-time in-office schedule
• Location: Borough Park, Brooklyn, NY