Administrative Assistant

NAES•Hubbard, TX

23d•Onsite

About The Position

The Administrative Assistant at the APEX Power Co. Project will provide essential support to the plant and Administrative Manager, ensuring accurate recordkeeping, smooth coordination with vendors and HR, and reliable administrative processes that uphold safety and regulatory compliance. This role manages plant documentation, supports accounting and procurement activities, and assists with human resources, training, and operational logistics to enable efficient plant operations. The position offers a dynamic opportunity to contribute to a major power generation project, supporting a multi-technology facility while gaining broad exposure to plant administration and operations.

Requirements

Detail-oriented Administrative Assistant with relevant administrative experience and a strong understanding of office operations, including support for fitness for duty programs, workers’ compensation, human resources, general accounting, and payroll functions.
Ability to understand procedures and instructions related to assigned responsibilities, typically gained through successful completion of high school or equivalent education.
Relevant industry or military experience may be considered in lieu of education.
Experience supporting administrative functions in a fast-paced operational or industrial environment, preferably within power generation or energy facilities, with the ability to manage multiple tasks and support plant administrators effectively.
Experience assisting with HR and training administrative processes, including onboarding, training tracking, and maintaining personnel and Fitness-for-Duty (FFD) records.
Familiarity with managing vendor communications, processing and verifying invoices, supporting accounts payable processes, and assisting with procurement activities such as tracking orders, expediting shipments, and resolving vendor discrepancies.
Working knowledge of operational and administrative software systems, such as CMMS, ERP platforms, or other data management tools, for recordkeeping, reporting, and operational logistics support.
Strong attention to detail with the ability to maintain accurate records related to fuel deliveries, vendor transactions, operational data, and compliance or regulatory documentation.
Knowledge of maintaining regulatory and compliance-related documentation, permits, and operational records to support audits and inspections.
Clear and professional verbal and written communication skills to serve as a primary point of contact for vendors, transportation providers, and internal teams.
Awareness of safety procedures and the ability to support safety-related administrative tasks, including outage coordination, shift schedule support, and inventory tracking.
Must possess a valid, unrestricted U.S. driver’s license and ensure it remains in good standing at all times.

Nice To Haves

An Associate or Bachelor’s degree in business administration, human resources, or a related field is a plus.

Responsibilities

Provide administrative and operational support to the plant and Administrative Manager, ensuring accurate recordkeeping, smooth vendor and HR coordination, and reliable processes that support safe and compliant plant operations.
Maintain accurate electronic and paper records, including vendor accounts, insurance certificates, purchase orders, operational files, and version-controlled plant documentation to support audits, inspections, and regulatory compliance.
Enter and track invoices in accounting and CMMS systems (e.g., Maximo), support accounts payable processes, follow up on pending approvals, and assist with monthly purchasing and budget variance reporting.
Assist with procurement activities, including expediting orders, coordinating with supply vendors, resolving shipment or invoice discrepancies, and supporting purchase requisition and purchase order processing.
Serve as a point of contact for fuel vendors and service providers, coordinating communication and resolving inquiries under the direction of the Administrative Manager.
Assist with human resources and safety training administration, including new hire documentation, training tracking, quarterly drug screenings, and maintaining personnel and FFD records.
Support regulatory and compliance efforts by maintaining documentation, tracking permits and deadlines, and assisting the Administrative Manager with preparation of required reports.
Support operational logistics, including outage planning coordination, shift schedule administration, inventory tracking, and vendor coordination.
Provide administrative support for plant operations, including safety meeting setup, outage assistance, meeting documentation, and recording safety incidents or audit findings.
Prepare and distribute correspondence, reports, and documentation to vendors, internal teams, and plant leadership as directed.
Maintain office supplies, manage distribution, and ensure the security and organization of administrative office records; coordinate visitor access and contractor badging per plant safety and security procedures.
Perform additional administrative, accounts payable, HR support, operational support, or employee event coordination tasks as assigned by the Administrative Manager.