Office Manager & Business Support Specialist

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Job description

Local Unit & Position Description:

Are you seeking a skilled, energetic, team-oriented Company who encourages self-motivation?

Do you thrive on challenges, and have a real passion for renewable energies?

DNV-Energy Systems is seeking to hire a dynamic Office Administrator which will be based in Dallas and will primarily provide local business support to DNV Dallas office along with assisting with key administrative tasks requested by our technical employees and remote employees on the Power Advisory Team.

This position will also be responsible for providing administrative support to employees based in the Dallas office.

What You'll Do

General reception duties: incoming mail/phones, greet visitors/courier services, office related shipping support, monitoring shipping area, building key cards, alarm system management, phone system management, etc.

Support visitor travel arrangements

Oversee management of all office equipment, including local vendor management and maintenance

Management of mobile phones

Purchase of office supplies, furniture, office equipment needs (including ergonomic equipment)

Oversee all facilities management and stand as the Office building representative

Responsible for group presentations

Coordination of local business cards orders

Ensure office maintenance and order, including supply room and kitchen, (with exception of HSE matters)

Filling, copying, scanning, editing documents, notes transcription, archiving, etc.

Maintenance of copier email lists, restocking paper, toner, recycling

Support organization of birthday, anniversary, annual vacation party and other local events

Administrative support to DNV Dallas office and to remote employees, as required

Other duties assigned, as needed.

Provide excellent customer service to both internal and external customers.

Communicate clearly, effectively, and professionally with clients, consultants and internal departments.

Follow up aggressively on open items but with partnership perspectives.

Ability to prioritize and accomplish multiple tasks simultaneously and Effective time management skills also to work in a self-directed fashion

Work independently as well as in a team environment

Employee should be dedicated to their jobs, approaching them with a strong work ethic and positive attitude, be organized, motivated, capable of working well -- whether alone or as part of a team -- and follow company guidelines and to multitask.

Carries out established work processes and operations by following procedures, techniques, and rules while applying established, standard guidelines.

To take responsibility for managing, monitoring and reducing risk within the office and be committed to delivering a service that is value for money

Support to Technical Teams

Support with proposal templates and quality documents such as (but not limited to) formatting of CVs, project references, firm information forms and other contractual requirements, preparation of letters of transmittal, coordination of translation services, managing portal access for submissions, finalizing contracts for execution, document compilation; personalizing business development presentations, etc.)

Coordination on external printing for bids and projects

Administrative follow up with various clients Assistance with expense reports for billable projects

Support for site visit preparation - hotels, car rental, etc.

Maintain a comprehensive client data file for all assigned projects

Request for Proposal follow up; provide clients with support and documentation, sending notifications if any. Proactively communicate information to consultants and escalate potential issues in a timely and professional manner

Support for miscellaneous IT and ISO-compliance related tasks for all team members

Provide assistance to the Consultants and to the clients

Participate in Group discussions

Proactively address potential issues with sound decision making and problem solving ability.

Investigate, analyze information, draw conclusions and make decisions and/or recommendations based on the findings.

QHSE

Position Qualifications:
What is Required

Bachelor degree in Business Administration or relevant field required

Minimum 1 year of experience in office administration and business support

Passion for environment/sustainability and/or renewables energy is desired

Proficient in MS Office programs Outlook, Word, Excel, PowerPoint, SharePoint and able to learn new software

Ability to meet deadlines

Self-starter, quick learner, takes initiative and ownership

Customer service approach

Both a team player, and able to work independently

Excellent organization skills and attention to detail

Able to work effectively and professionally with diverse people - clients and co-workers

Flexible and adaptable, as issues and tasks may change quickly

Normal office environment with moderate noise levels, regular walking, sitting, bending, twisting, kneeling, standing, pushing, pulling, stooping and reaching. Ability and willingness to sit for prolonged periods of time.

Strong written and verbal English communication skills

Occasional moving and lifting of boxes up to 50lbs

Local travel up to 10%

We conduct pre-employment drug and background screening

What is Preferred

Additional Languages preferred: French, Spanish, Hindi, Farsi and/or German

Experience managing confidential information

Immigration-related employment benefits, for example visa sponsorship, are not available for this position

How We Do It

We Care, We Dare, We Share

Our mission is to safeguard life, property and the environment. By joining us, you will work towards our meaningful vision: to make a global impact for a safe and sustainable future. DNV offers a congenial working environment, competitive salaries, and an exceptional benefits package. We value diversity, equity and inclusion and want you to bring your whole self to work each day. Read more here:

DNV is an Equal Opportunity Employer and gives consideration for employment to qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. For more information about your rights under the law, see:

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Please visit our website at (url removed)

Company & Business Area Description:
DNV is the independent expert in assurance and risk management, operating in more than 100 countries. Through our broad experience and deep expertise we advance safety and sustainable performance, set industry benchmarks, and inspire and invent solutions.

We provide assurance to the entire energy value chain through our advisory, monitoring, verification, and certification services. As the world's leading resource of independent energy experts and technical advisors, we help industries and governments to navigate the many complex, interrelated transitions taking place globally and regionally, in the energy industry. We are committed to realizing the goals of the Paris Agreement, and support all stakeholders to transition faster to a deeply decarbonized energy system.

Equal Opportunity Statement:
DNV is an Equal Opportunity Employer and gives consideration for employment to qualified applicants without regard to gender, religion, race, national or ethnic origin, cultural background, social group, disability, sexual orientation, gender identity, marital status, age or political opinion. Diversity is fundamental to our culture and we invite you to be part of this diversity!