Administrative Assistant

**About NovaSource**

NovaSource Power Services (‘NSPS’) is a technical service provider which provides services to owners, developers, and EPCs of renewable generation & storage plants that seek performance reliability. NSPS is an Operations & Maintenance (O&M) company with leadership that has over 20 years of experience and manages over 20GW of Solar PV Plants globally.

NovaSource has the leadership, global reach, and strategic capability to lead the market in this category of technical services both globally and throughout Australia. Through our range of services, our capabilities are structured to optimize every stage of a project lifecycle - from design, construction supervision, commissioning, re-vamping, re-powering, and third-party services with the goal of maximizing performance.

**About this role**

The role of the Administrative Assistant involves a variety of administrative and office tasks. These include providing support to managers and employees, assisting in the day-to-day needs of the office, and managing the company's general administrative tasks.

The responsibilities of this role include organizing trips and meetings, preparing reports, and maintaining appropriate filing systems. This role serves to ensure the efficient and smooth daily operation of the office.

**Main Responsibilities**:

- First point of contact for internal and external calls
- Support to the QHSE Manager and HR for the organization of training sessions and appointments for medical examination
- Collaboration with the Finance Department for the creation of POs, documentation management for approval of new suppliers, payment of invoices
- Collaboration with Country Managers and HR for the organization of Team Building and Corporate Social Responsibility activities.
- Support to the Business Development Team in the preparation of documentation for participation in tenders.
- Secretarial activities and support to the Country Manager for the management of internal resources and external stakeholders.
- Enrolling new Suppliers/Vendors and update the system.
- Work with suppliers to ensure quantities and ETAs can be met in line with the operations requirements
- Work closely with the QHSE and ensure suppliers fix any issues/supply additional documentation if needed
- Recording & monitoring supplier documentation for audit purposes
- Generate PRs within ERP/MS Dynamics.
- Ensure all PO dates and details in ERP are up to date
- Make sure documentation for imports is correct/received on time for clearance
- Assist in RFQ processes
- Follow up open quotes with the suppliers
- Set up NovaSource as a vendor and Identify invoicing address.
- Uploading of service reports in different portals from our 3rd party vendor for documentation.
- Adding new customer contact and update contacts of site owners/customers in Salesforce.
- Attends meeting with the Fields and Operations teams and support what is needed.
- Supporting Human resources & Field teams with site based requirements, being;
- Fuel cards for the field staff
- Fleet
- Uniforms

**Equal Employment Opportunity**

It is NovaSource Power Services’ policy to provide equal employment opportunities to all applicants and employees. NSPS disapproves of, and will not tolerate, unlawful discrimination against any applicant or employee because of race, colour, national origin or ancestry, gender (including pregnancy, childbirth, or related status), gender identity, age, religion, disability, family care status, veteran status, marital status, sexual orientation, or any other basis protected by local, state, or federal laws.