Administrative Assistant

Quanta Power Solutions, LLC•Hoover, AL

About The Position

Quanta Power Solutions is seeking a highly organized and proactive Administrative Assistant to provide administrative and operational support to business leaders and departmental teams. The role supports day-to-day operations by coordinating schedules, facilitating communication, managing administrative processes, and assisting with fleet and facilities activities. The position supports department leadership and teams through meeting and travel coordination, records management, fleet and facilities administration, timekeeping and workforce support, expense and procurement processing, reporting, documentation, and collaboration technology. It also involves handling confidential information, identifying process improvements, and using AI-enabled tools to improve administrative effectiveness. Minimal travel may be required for meetings, training, or special events.

Requirements

Five or more years of progressive administrative support experience.
Experience supporting managers, department leaders, or operational teams.
Proficiency with the Microsoft Office Suite.
Ability to sit, stand, and work at a computer for extended periods.
Ability to occasionally lift up to 25 pounds and manage office equipment, supplies, and materials as needed.

Nice To Haves

Associate's degree in Business Administration, Office Administration, Communications, or a related field, or equivalent experience.
Experience with fleet administration, facilities coordination, asset management, or office operations.
Experience in engineering, construction, EPC, industrial, utility, or technical environments.
Experience with vendor coordination, purchasing processes, maintenance tracking, and administrative reporting.
Familiarity with SharePoint and Adobe Acrobat.
Familiarity with ERP systems such as JD Edwards, Oracle, SAP, or similar.
Familiarity with expense reporting tools such as Concur.
Familiarity with AI productivity tools such as Microsoft Copilot, ChatGPT, or similar.

Responsibilities

Provide administrative support to department leadership, including calendar management, scheduling, and meeting coordination.
Organize internal meetings by preparing agendas, presentations, and meeting materials and tracking action items.
Coordinate department meetings, training sessions, workshops, special events, and travel arrangements.
Maintain departmental records, files, and documentation accurately and confidentially.
Maintain fleet records, registrations, titles, insurance documents, and fleet-related databases.
Coordinate vehicle assignments, maintenance schedules, repairs, inspections, fuel card administration, and vendor communications.
Monitor fleet compliance and assist with reporting, recordkeeping, and asset tracking.
Support drivers and managers with fleet-related requests and administrative needs.
Coordinate office maintenance requests, vendor scheduling, workspace organization, and office services.
Coordinate facility-related purchases, supplies, equipment, and administrative support activities.
Maintain facility records, service agreements, and office operations documentation.
Support office moves, workspace planning, and facility improvement initiatives.
Monitor timesheet submissions, send reminders, and assist leaders with compliance and reporting.
Track personnel data, organizational changes, and departmental resources to support workforce planning.
Process expense reports and assist with purchasing requisitions for office equipment, fleet supplies, and departmental materials.
Coordinate resources such as software licenses, subscriptions, and business materials.
Prepare reports, presentations, spreadsheets, correspondence, and departmental summaries.
Maintain metrics, dashboards, fleet reports, facilities records, electronic filing systems, and document repositories.
Support leadership reporting and collect data for business initiatives.
Handle confidential and sensitive information with discretion and professionalism.
Use Microsoft Office, Teams, and SharePoint to manage and distribute documents and support collaboration.
Identify opportunities for process improvements and workflow efficiencies.
Use AI-enabled tools to enhance productivity, organization, and administrative effectiveness.