Office Administrator

at 
SunDensity
Posted on 
20 Jan

About SunDensity

SunDensity is an award-winning, fast growth, photonic smart coating company located in Rochester, NY—the world capital for optics research and innovation. Our first coating product, initially developed at MIT, has the potential to radically increase the energy output of solar panels across the globe, increasing energy access and helping to mitigate the effects of climate change.

We’ve recently received significant venture funding and funding from the state of New York to create our photonic smart coating production line and scale-up the operations for manufacturing. We’re looking to hire a full-time Office Administrator to support commercialization and scale up activity.

We are a small team of passionate, sharp, and diverse individuals. We value team members that are passionate, team-oriented, diligent, and accepting of other people’s differing points of view.

Office Administrator Primary Job Responsibilities:
Office Operations
- Supports company operations by maintaining office systems.
- Maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
- Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
- Manages shipments of materials and samples into and out of the company operations. Works with suppliers and building operations to ensure timely deliveries.
- Manages corporate accounts with shippers.
- Designs and implements office administrative policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
- Organizes executive level meetings including Quarterly Board of Directors meeting and prepares agenda.
- Coordinates and schedules travel & meetings
- Responds to and resolves administrative inquiries and issues

Financial Operations
- Coordinate monthly vendor invoice processing including entry into Dext and Quickbooks and handling payment inquires.
- Monthly tracking and coordinating of grants.
- Supports financial objectives by helping finance director to prepare an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
- Collects, maintains timesheets and assists with timely processing of payroll.

Work Hours & Benefits
The working hours are expected to be 40 hours per week usually within an 8am to 5pm window. Flexible scheduling of hours and working from home may be possible depending on the work at hand and needs in the office. The expectation for travel is very minimal. We have the following benefits available:
- Health insurance
- Dental insurance
- Paid time off
- Sick Leave
- Continuing education and tuition assistance
- Annual Salary range from $50k, depending on experience

Office Administrator Qualifications / Skills:
- Managing processes
- Developing standards
- Promoting process improvement
- Tracking budget expenses
- Staffing
- Informing others
- Reporting skills
- Supply management
- Vendor communication
- Inventory control

Education and Experience Requirements:
- High school or GED required; Associates Degree preferred
- At least two to three years administration, accounting and bookkeeping experience in an office setting
- Specific industry experience preferred
- Proficient with Microsoft Office software and document management systems

Apply now by contacting our human resources administrator at joyti@sundensity.net.

Job Description

About SunDensity

SunDensity is an award-winning, fast growth, photonic smart coating company located in Rochester, NY—the world capital for optics research and innovation. Our first coating product, initially developed at MIT, has the potential to radically increase the energy output of solar panels across the globe, increasing energy access and helping to mitigate the effects of climate change.

We’ve recently received significant venture funding and funding from the state of New York to create our photonic smart coating production line and scale-up the operations for manufacturing. We’re looking to hire a full-time Office Administrator to support commercialization and scale up activity.

We are a small team of passionate, sharp, and diverse individuals. We value team members that are passionate, team-oriented, diligent, and accepting of other people’s differing points of view.

Office Administrator Primary Job Responsibilities:
Office Operations
- Supports company operations by maintaining office systems.
- Maintains office services by organizing office operations and procedures, controlling correspondence, designing filing systems, reviewing and approving supply requisitions, and assigning and monitoring clerical functions.
- Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
- Manages shipments of materials and samples into and out of the company operations. Works with suppliers and building operations to ensure timely deliveries.
- Manages corporate accounts with shippers.
- Designs and implements office administrative policies by establishing standards and procedures, measuring results against standards, and making necessary adjustments.
- Organizes executive level meetings including Quarterly Board of Directors meeting and prepares agenda.
- Coordinates and schedules travel & meetings
- Responds to and resolves administrative inquiries and issues

Financial Operations
- Coordinate monthly vendor invoice processing including entry into Dext and Quickbooks and handling payment inquires.
- Monthly tracking and coordinating of grants.
- Supports financial objectives by helping finance director to prepare an annual budget, scheduling expenditures, analyzing variances, and initiating corrective actions.
- Collects, maintains timesheets and assists with timely processing of payroll.

Work Hours & Benefits
The working hours are expected to be 40 hours per week usually within an 8am to 5pm window. Flexible scheduling of hours and working from home may be possible depending on the work at hand and needs in the office. The expectation for travel is very minimal. We have the following benefits available:
- Health insurance
- Dental insurance
- Paid time off
- Sick Leave
- Continuing education and tuition assistance
- Annual Salary range from $50k, depending on experience

Office Administrator Qualifications / Skills:
- Managing processes
- Developing standards
- Promoting process improvement
- Tracking budget expenses
- Staffing
- Informing others
- Reporting skills
- Supply management
- Vendor communication
- Inventory control

Education and Experience Requirements:
- High school or GED required; Associates Degree preferred
- At least two to three years administration, accounting and bookkeeping experience in an office setting
- Specific industry experience preferred
- Proficient with Microsoft Office software and document management systems

Apply now by contacting our human resources administrator at joyti@sundensity.net.

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