Office Administrator

Job Description

Title: Office Administrator
Department: EPC Business Planning & Control
Location: Houston, TX
Supervisor: SVP/Head of EPC Biz. Planning and Control
FLSA Status: Non-Exempt
Position Status: Permanent, Full-time

Work Status: In-Office

OFFICE ADMINISTRATOR

Hanwha Qcells USA Corp (Qcells USA), headquartered in Irvine, CA, specializes in providing utility-scale modules, solar photovoltaic (PV), and battery energy storage systems (BESS) project development, along with Engineering, Procurement, and Construction (EPC) services for solar and BESS projects nationwide. Qcells USA delivers comprehensive turnkey solutions encompassing the entire utility-scale project lifecycle. By choosing Qcells USA for turnkey solutions, customers can reduce uncertainty and risk, leading to enhanced investment returns and contributing to a more sustainable future.

Qcells USA’s complete turnkey solutions seamlessly integrate the expertise of our Development, Module, and EPC teams, while ensuring close coordination with other vital internal groups such as Project Finance, Systems Integration, and Legal. This collaborative approach ensures that Qcells USA projects deliver exceptional value and performance. With several multi-billion-dollar investments, Qcells is pioneering the establishment of the only complete module supply chain in the U.S., including the expansion of our Georgia module manufacturing facility, which stands as the largest in the Western Hemisphere.

As an integral part of the global Qcells brand, Qcells USA benefits from a legacy of excellence in photovoltaic manufacturing. Qcells is renowned worldwide for its high-performance, superior-quality solar cells and modules. With dual headquarters in Seoul, South Korea (Global Executive HQ) and Thalheim, Germany (Technology & Innovation HQ), Qcells operates under the umbrella of Hanwha Group, a FORTUNE Global 500 company and one of the top 8 business conglomerates in South Korea.

SUMMARY

We are seeking a highly organized and detail-oriented Office Administrator to manage office supplies, coordinate facility maintenance, handle billing processes, and provide administrative support across multiple departments. This role oversees vendor services and company assets, manages day-to-day office operations, and serves as the front-office representative of the company. The ideal candidate will have a proactive attitude, excellent communication skills, and the ability to handle multiple tasks with accuracy and efficiency. This position reports to the SVP/Head of EPC Biz. Planning and Control, or another management personnel that the CEO of the Company may designate. This position is on-site located in the Houston, TX office reporting to the office 5 days per week and working hours are Monday through Friday, from 8:00am to 5:00pm or 9:00am to 6:00pm local time. This position is expected to travel up to 5%.

Applicants must be authorized to work for any employer in the United States. We are unable to sponsor or take over sponsorship of an employment visa at this time.

ESSENTIAL JOB FUNCTION & RESPONSIBILITIES
 

• Office Administration

• Own day-to-day office operations, including supplies, equipment, assets, facilities, vendors, and service providers
• Manage procurement, inventory, parking/access administration, and departmental cost allocation
• Serve as the primary administrative point of contact, coordinating schedules, meeting rooms, and office calendars
• Oversee mail, deliveries, invoices, vendor approvals, and internal payment workflows
• Track and reconcile office expenses, corporate card usage, and employee expense reports with accurate ERP allocations
• Support onboarding and offboarding in partnership with HR, including access setup and asset distribution/recovery
• Ensure compliance with office policies and administrative guidelines

• Office Supplies and Equipment Management
  • Stock and maintain kitchen supplies, snacks, and office supplies.
  • Process orders through Amazon, Costco, and other vendors, ensuring cost allocation by department.
• Parking and Transportation Management
  • Handle parking validations, transponder purchases/activations, and parking ticket reimbursements.
  • Review parking bills monthly, issue reminders, and disconnect transponders for employees with low office attendance.
• Vendor and Invoice Management
  • Manage monthly invoicing for Verizon, FedEx, and other service providers.
  • Coordinate FedEx shipments, create shipment labels, and allocate shipping expenses by department.
• Asset and Expense Tracking
  • Process employee expense reports for domestic and international business trips, monitoring for accuracy.
• Reception & Front Office Management
  • Serve as the primary point of contact for visitors, clients, partners, and vendors.
  • Welcome and assist guests in a professional manner while maintaining confidentiality.
  • Manage incoming calls, emails, and front-desk communications.
  • Maintain visitor logs, badges, and basic security procedures.
  • Ensure reception and common areas consistently reflect a professional, executive-level environment.
  • Coordinate onboarding activities for new hires, including access card issuance, transponder setup, and distribution of office policies.
  • Support offboarding activities, including asset collection, in coordination with HR and IT.
• General Administrative Support
  • Assist with meeting and event coordination, including ordering monthly company lunches and setting up conference rooms.
  • Distribute HQCA and other inquiry emails to relevant departments and respond to routine requests.
  • Regularly check the company mailbox, processing incoming documents and packages.
• Regular attendance, in accordance with company's attendance policy and supervisory assignment, is an essential job duty requirement for this position
• Perform other duties and special projects, as assigned by Management

REQUIRED QUALIFICATIONS
 

·          Bachelor's degree in business administration or related field preferred.

·          3+ years of experience in office administration or similar role.

·          Strong organizational skills with attention to detail and accuracy.

·          Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint).

·          Ability to manage multiple tasks, prioritize effectively, and meet deadlines.

·          Excellent verbal and written communication skills.

PREFERRED QUALIFICATIONS
 

·          Korean Bilingual proficiency

EXAMPLES OF PHYSICAL DEMANDS

• Stationary Position: frequently remains stationary up to 90% of the time and sitting up to 8 hours in a day
• Move/Traverse: infrequently bend, stand, stoop and/or walk
• Carry Weight: infrequently carry weight and/or lift objects (light to heavy) weighing up to 10 pounds
• Hearing and Speech: frequently communicates with the ability to hear and talk on a regular basis with employees, coworkers, and all personnel matters; must be able to exchange accurate information in these situations
• Sight: frequent use of sight to detect images on computer, office documents, and office objects near and far
• Climb: occasionally ascends/descends on stairway to get to office upper and lower floors
• Travel: up to 5% as needed

EXAMPLES OF WORK ENVIRONMENT

• Regular professional, office business setting
• Noise level ranges from low to moderate (if in office setting)
• Noise level ranges from moderate to high (if on construction worksite)
• Under the Office Mobilization Plan (OMP) policy, the role may transition to an onsite or hybrid arrangement, as determined by business needs and the Head of Department

Hanwha Qcells is proud to be an at-will Equal Opportunity Employer and prohibits discrimination against race, color, religion, sex, sexual orientation, gender perception or identity, national origin, age, marital status, pregnancy, citizenship, disability, protected veteran status and any other classification protected by applicable federal, state or local law.  This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

It is important to note that the job descriptions provided by Qcells USA Corp are not intended to be comprehensive lists of all duties, responsibilities, or qualifications associated with the positions. Duties and responsibilities may change at any time with or without notice, reflecting our dynamic and evolving work environment.

We are committed to the full inclusion of all qualified individuals.  As part of this commitment, Hanwha Qcells will provide reasonable accommodations to all qualified individuals with disabilities to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment.  Please contact us to request accommodations at [email protected].