Department Administrator

Key Responsibilities

• Review, reconcile, and process employee time and expense submissions
• Verify time entries, expense reports, project/job codes, and supporting documentation for accuracy.
• Ensure time and expense information is submitted accurately and within established deadlines.
• Assist with tracking labor, travel, and other project-related costs.
• Provide administrative support for customer billing and invoicing processes.
• Review job information, time, expenses, purchase orders, and other documentation needed to support accurate billing.
• Assist with resolving billing discrepancies and customer inquiries.
• Support purchasing activities for the branch, including supplies, equipment, materials, and services.
• Process purchase orders and assist with tracking purchases and deliveries.
• Coordinate with vendors and internal stakeholders regarding order status and requirements.
• Coordinate employee access requirements for customer and project sites.
• Track site-specific onboarding, badging, training, certifications, background checks, and other access requirements.
• Communicate with employees and clients to ensure required documentation is completed timely.
• Provide day-to-day administrative support to branch leadership, project managers, and field employees.
• Assist with scheduling, meetings, travel coordination, and other operational activities as needed.
• Support internal processes and special projects as assigned.

• 2 years of experience in an administrative, operations, project coordination, accounting support, or similar role.
• Strong organizational skills and exceptional attention to detail.
• Experience working with timekeeping, expense reporting, invoicing, purchasing, or project administration preferred.
• Strong computer skills, including Microsoft Excel, Outlook, Word, and Teams.
• Ability to learn and effectively use ERP, accounting, timekeeping, and other business systems.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines.
• Ability to work independently while collaborating effectively with a variety of teams.
• Strong problem-solving skills and a proactive approach to identifying and resolving issues.
• Experience in the electrical, construction, engineering, industrial, or field services industry is a plus.

Vector Power is seeking a Department Administrator to provide critical administrative and operational support.

The ideal candidate is highly organized, detail-oriented, and comfortable working in a fast-paced environment where priorities can change quickly. This position requires strong communication skills, attention to detail, and the ability to work effectively with field employees, project managers, branch leadership, clients, and internal departments.