Administrative Assistant

Position Summary

This is a standard operations role responsible for providing a broad range of field support and administrative services to ensure smooth day-to-day operations. Key duties include work order processing, data entry, time and expense reconciliation, customer service, and general office coordination. The position plays a vital role in maintaining data integrity, supporting compliance, and ensuring operational efficiency across field activities.

Essential Responsibilities

Field Work Support

• Receive and process job closeouts across various internal systems.
• Review and verify all labor and equipment charges associated with work, job, trouble, and miscellaneous orders.
• Monitor job closure requirements and generate relevant reports to support operational accuracy.

Time and Expense Reporting

• Apply established procedures for time and expense reporting for both union and non-union staff.
• Conduct periodic audits to ensure data integrity.
• Maintain proficiency in relevant timekeeping systems.

Office Management & Customer Service

• Coordinate meetings, travel, and schedules for field operations staff and leadership.
• Manage office supplies and ensure the proper functioning of office equipment.
• Serve as the point of contact for contractors, vendors, and customers; provide phone and in-person support as needed.

Data Entry & Documentation

• Perform accurate data entry and maintain project documentation.
• Assist with document filing, record retention, and archiving of closed work orders.
• Support key performance indicator (KPI) tracking and reporting efforts.

Compliance & Audit Support

• Support internal audits and field activities to ensure compliance with company policies and state/regulatory requirements.
• Generate and submit required compliance documentation and reports.

Safety Program Support

• Track completion of safety training and verify equipment safety compliance.
• Manage inventory and distribution of safety equipment.
• Organize safety-related events, training sessions, and team meetings.

Emergency Operations

• Provide administrative and logistical support during emergency situations or response operations.

Minimum Qualifications

• High School Diploma or GED and at least 3 years of related field experience OR
• Associate or Bachelor’s Degree with a minimum of 1 year of relevant experience in construction, administrative support, office management, project coordination, or customer service.
• Utility industry experience is preferred.
• Strong working knowledge of departmental operations, procedures, and policies.
• Proficiency in Microsoft Office Suite and work management database systems.