Field Operations Administrative Assistant

Job Summary

This role provides essential administrative support to a fast-paced field operations department of approximately 250 crew members. The position centers on timekeeping accuracy — validating and verifying time entries, resolving discrepancies with foremen, and ensuring payroll data is correct before every deadline. Beyond timekeeping, the role spans fleet record maintenance, expense report processing, weekly reporting, and day-to-day department administration. Success in this position requires sharp attention to detail, confident communication across multiple channels, and the ability to manage competing priorities and recurring deadlines with minimal supervision.

Responsibilities

• Validate and verify time entries submitted by foremen in UKG for approximately 250 field crew members

• Identify timekeeping discrepancies, follow up with foremen to resolve them, and confirm accuracy before submission deadlines

• Maintain timekeeping records and supporting Excel spreadsheets

• Maintain fleet tracking records in SAP, keeping vehicle and equipment data current and accurate

• Prepare and submit expense reports in Concur on behalf of foremen, processing receipt images and tracking submissions through completion

• Compile information and create or update weekly department reports

• Maintain department documents in Microsoft Word and manage PDFs using Bluebeam or Adobe Acrobat

• Maintain and update the department SharePoint site

• Handle filing, word processing, and routine correspondence by email, phone, and in person

• Support special projects and additional administrative needs as they arise

Skills

• Strong organizational skills and meticulous attention to detail

• Clear, professional communication by phone, email, and in person

• Ability to multitask, reprioritize quickly, and shift between tasks throughout the day

• Ability to work independently and resolve routine situations with minimal direction

• Comfort working under recurring deadline pressure

• Proficiency in Microsoft Outlook, Word, and Excel, including VLOOKUPs

• Experience managing PDFs in Adobe Acrobat, Bluebeam, or a comparable tool

• Familiarity with timekeeping, ERP, or expense management systems

• Advanced Excel skills such as pivot tables (preferred)

• Customer service orientation with the ability to handle a steady flow of requests thoroughly and efficiently (preferred)

Experience

• 2 to 5 years of administrative or office support experience (required)

• Experience with UKG (formerly Kronos) or another timekeeping platform (preferred)

• Experience with SAP (preferred)

• Experience preparing and submitting expense reports in Concur (preferred)

• Experience maintaining a SharePoint site (preferred)

• Background supporting field crews, construction, or utility operations (preferred)

• Customer service or call center experience (preferred)

The closing date for applications for this job posting is 10/28/2026.

Should you require any accommodations in responding to this job posting or at any stage during the application process, kindly e-mail : xcelenergyprogramoffice@magnitglobal.com