Administrative secretary Jobs in Newark, NJ

Job Description

Job Description

Salary :

Since 2008, we've been driving the adoption of renewable energy through innovative projects and forward-thinking solutions. From powering remote communities with wind and solar microgrids to lighting the Eiffel Tower with 100% renewable energy, our journey has been rooted in impact. Today, we focus on building a growing portfolio of solar and battery storage assets across the U.S., backed by NOVA Infrastructure and supported by over a decade of experience across 500+ megawatts of clean energy projects. Join us as we continue to lead the transition to a sustainable future.

Job Purpose :

The Legal & Office Administrator will play a key role in supporting project teams by managing legal documentation and agreements for commercial and community-scale solar and battery storage projects. In addition, this position will oversee front-office operations at our New York office, ensuring a professional and efficient environment.The ideal candidate will have a strong background in legal support, particularly in real estate, construction, finance, or contract law, combined with exceptional administrative and organizational skills. Experience within the renewable energy sector is highly desirable and considered a strong asset.

This is a hybrid role based in New York City with a combination of remote work and in-office presence required. The ideal candidate is expected to be in the office at least 23 days each week as part of our hybrid work model.

Responsibilities

• Manage document storage and review using Luminance Legal software and AI review tools to ensure accuracy and compliance.
• Organize, maintain, and update legal files in SharePoint for easy access and reference.
• Oversee document execution through DocuSign, Adobe Sign, and other e-signature platforms, ensuring timely completion.
• Respond promptly to internal and external document requests.
• Handle initial law firm engagement processes, including preparing engagement letters, performing conflicts checks, and coordinating with external counsel.
• Support M&A and financing closings, including saving executed documents, finalizing closing checklists, and coordinating with relevant stakeholders.
• Manage UCC filings, Certificates of Good Standing, and other regulatory filings.
• Conduct light NDA reviews to support the legal team.
• Assist with drafting and reviewing amendments and other routine legal documents.
• Provide general administrative and operational support to the legal team as needed.
• Serve as a point of contact for internal teams regarding legal documentation and processes.
• Provide support in reviewing and interpreting zoning ordinances and regulations, ensuring project compliance with local laws.
• Review and assist in the execution of documents related to construction finance closing, ensuring all necessary documentation is accurate and complete.
• Provide legal support during external meetings with vendors, utility companies, and government agencies, assisting with documentation and legal queries.
• Record and file all contracts in the appropriate systems and track corporate compliance with key terms and dates.
• Oversee front-office operations, including maintaining the reception area and coordinating basic administrative tasks.
• Greet and assist visitors, clients, and employees, ensuring a professional and welcoming environment.
• Attend and direct front office phone calls with courteous, timely, and highly professional service.

Qualifications

Benefits & Compensation

As a candidate for this position, your salary and related elements of compensation will be contingent upon your work experience, education, licenses and certifications, and any other factors UGE deems pertinent to the hiring decision.