Office and Logistics Coordinator - Springfield, NJ

Job description

QE Solar is seeking a highly organized, proactive, and operationally minded Office & Logistics Manager to support our Springfield headquarters and national field operations. This role will serve as a key operational resource responsible for managing daily office operations, employee workplace support, facilities coordination, and logistics related to field equipment, shipments, inventory movement, and technician operational support. This role requires someone who thrives in a fast-paced environment, takes ownership, solves problems quickly, and can balance administrative office management responsibilities with logistics coordination for a growing field operations business. This individual will work closely with executive leadership, operations, supply chain, field teams, vendors, and external partners to keep both headquarters and field support operations running efficiently. Key Responsibilities Office Management & Workplace Operations Oversee day-to-day operations of QE Solar’s Springfield headquarters Maintain a professional, organized, and efficient office environment for employees, visitors, and leadership Manage office supplies, equipment, furniture, common areas, conference rooms, kitchen inventory, and general workplace operations Coordinate office maintenance, repairs, facility needs, cleaning vendors, and building management communication Manage visitor experience, reception coordination, guest logistics, and office hospitality Coordinate employee workspace setup, onboarding logistics, badges/access, office equipment, and supplies Support internal meetings, leadership meetings, company events, and office-based employee engagement initiatives Assist with executive administrative support and scheduling coordination as needed Monitor office-related expenses, invoices, vendor contracts, and operational budgets Logistics & Field Operational Support Coordinate inbound and outbound shipments of tools, PPE, electrical materials, solar components, equipment, and operational supplies to field teams nationwide Manage shipping via parcel, LTL, freight, courier, and expedited logistics providers Track shipments proactively and resolve delays, damaged shipments, or carrier issues Coordinate technician mobilization logistics and urgent field material requests Support warehouse and inventory movement tracking between field personnel, office, vendors, and operational sites Assist with receiving, documenting, reconciling, and distributing incoming shipments Coordinate returns, warranty claims, vendor exchanges, and RMAs Maintain inventory records, shipment tracking logs, and related operational documentation Partner with supply chain and field operations teams to ensure materials availability and timely delivery Assist with shipping cost management, freight quote comparisons, and vendor coordination Cross-Functional Operational Support Serve as a central operational liaison between leadership, operations, field teams, supply chain, vendors, and office employees Identify and implement process improvements that increase operational efficiency Support document organization, reporting, administrative workflows, and special projects Assist with internal communications and operational coordination as business needs evolve Qualifications 3+ years of experience in office management, logistics coordination, supply chain support, workplace operations, or related operational roles Strong organizational skills with excellent attention to detail Ability to manage multiple competing priorities in a fast-paced environment Strong communication and relationship-building skills Proactive problem-solving mindset with strong ownership mentality Experience coordinating vendors, shipments, facilities, or office operations Proficiency in Microsoft Office (Excel, Outlook, Teams, Word) Comfortable working cross-functionally with operations, executives, and field teams QE Solar is committed to providing equal employment opportunities and reasonable accommodations in accordance with the Americans with Disabilities Act (ADA) and applicable state and local laws. The physical and mental demands described below are representative of those required to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform these essential functions. This position is performed in an in-office environment at our designated NJ location and requires: • Prolonged periods of sitting and working at a computer workstation • Frequent use of hands and fingers to operate a computer, keyboard, and standard office equipment • Ability to view multiple monitors and analyze data for extended periods • Effective verbal and written communication skills, including participation in meetings and technical discussions • Occasionally standing, walking, and moving throughout the office or facility • Ability to lift and carry up to 15 pounds, as needed QE Solar offers incredible benefits! We enjoy: 100% paid employee premium on health benefits; additional dependents at low costs and great plans for Health, Dental, Vision, FSA or HSA Wellbeing and Employee Assistance Perks at Work Marketplace for discounts on gym memberships, classes, tech, vacations, tickets, and more Family Building and Adoption Assistance Programs Learning & Development Opportunities Discounted Life & Disability Insurance Statement to all Third-Party Agencies and Similar Organizations: QE Solar accepts resumes only from contracted recruiting agencies with formal service agreements. Please do not send unsolicited resumes or outreach emails to our QE Solar employees, hiring managers, or team members without expressed consent or contract for services. QE Solar is not responsible for any fees or charges associated with unsolicited resumes or services. About QE Solar E Solar is one of the nation's largest independent solar and BESS operations and maintenance providers, with over 15 years of operating experience. We manage 10 GW of solar and 7.5 GWh of BESS across 44 states, supporting asset owners with multi-hundred MW utility solar projects and large standalone BESS systems. We're pure-play O&M. That focus means our entire organization is built around one thing: keeping solar and storage assets running well. Our technicians carry broad OEM certifications, and our in-house capabilities span MV/HV electrical, vegetation management, engineering, and capital improvements, to streamline asset management for project owners.