Administrative Coordinator, Operations

Hanwha Q CELLS USA Corp (“HQC US”) develops, invests, and delivers solar photovoltaic (PV) and battery energy storage systems (BESS) projects through Engineering, Procurement, Construction (EPC) services in North America.
The company brings a decade of global leadership in solar PV to deliver utility-scale power generation plants customized for local and regional energy markets. HQC US offers the full spectrum of PV solutions – from the core technology of cells and modules to large-scale project development and investment. With proven capabilities across the solar and battery storage value chain, HQC US minimizes uncertainty and risk and helps customers achieve a higher return on their investment in renewable energy.
The Administrative Coordinator plays a vital role in ensuring the seamless operation of our self-perform construction group by managing senior business leaders’ schedules, coordinating travel, and overseeing office functionality. The role requires strict confidentiality, efficient organization of meetings and events, and precise handling of sensitive documentation and expense reporting. Additionally, this position is responsible for maintaining accurate employee transfer records and location tracking to support resource allocation and deployment. The successful candidate will be proficient in the Microsoft suite, and adept at managing a broad array of requests with a proactive and collaborative approach. This position reports to the Senior Director of Construction. This position is located in Irvine, CA and working hours are Monday through Friday, from 8:00am to 4:00pm or 9:00am to 5:00pm local time. Overtime and weekend working hours may be required as needed. This position is travel up to 10% 

ESSENTIAL JOB FUNCTION & RESPONSIBILITIES

• Regular attendance, in accordance with company's attendance policy and supervisory assignment, is an essential job duty requirement for this position 
• Maintain strict confidentiality regarding overly sensitive information and conversations. 
• Manage the Outlook calendars of senior leaders, balancing and rescheduling meetings as necessary to meet dynamic needs. 
• Coordinate detailed travel arrangements, including air and ground transportation, and lodging, ensuring flexibility for last-minute changes. 
• Schedule, organize and coordinate for various meetings, including executive sessions, internal conferences, client events, and project alignment meetings. 
• Promptly complete and submit expense reports, adhering to company policies and ensuring accuracy. 
• Draft, prepare, and proofread memorandums, presentations, and agenda materials. 
• Record and manage minutes and action items from meetings. 
• Utilize tools such as Procore, Teams, Outlook, and Power BI. 
• Complete and track the status of employee transfers, providing essential information to employees regarding local details for their next assignments. 
• Manage the employee location tracker, ensuring accuracy in location, mobilization, and demobilization dates to facilitate effective resource planning and deployment. 
• Oversee the daily operation of the office, ensuring its smooth function. This includes managing office supplies, coordinating maintenance and repair of office equipment, and ensuring the office environment is organized and conducive to productivity. 
• Manage and respond to a wide range of requests with prompt action and a positive, consultative demeanor. 
• Provide departmental reception services. 

REQUIRED QUALIFICATIONS

• 3-5 years of experience in an administrative or coordinator role. 
• Associate degree or higher in business administration, management, or related field; equivalent experience may substitute for education. 
• Proficiency in Microsoft office (word, excel, PowerPoint, power bi, teams), and familiarity with Procore or similar project management tools. 
• Excellent organizational, communication, and problem-solving abilities, with a strong emphasis on confidentiality and professionalism. 
• Any relevant business administration or executive support certifications. 

The above-listed salary range is required by the California Pay Transparency Act and may differ depending on the location of those candidates hired nationwide. The salary range shared in the job description is for the listed position and only pertains to the candidate if they work in Irvine, CA. Actual compensation is influenced by a wide array of factors including but not limited to internal pay equity, skill set, education, licenses and certifications, geographic location, essential job duties and requirements, and the necessary experience relative to the job’s minimum qualifications. An additional discretionary bonus structure or incentives may be offered as part of the overall compensation package, in addition to the full range of medical,