Administrative Assistant

NAES•Pere Marquette Charter Township, MI

5d•$22 - $25•Onsite

About The Position

The part-time Administrative Assistant at the Michigan Power Facility provides essential support to the plant and the Administrative Manager, ensuring accurate recordkeeping and smooth daily operations. Working 8-hour shifts, 3 to 4 days per week, responsibilities include maintaining electronic and paper files, managing plant documentation, supporting accounts payable and procurement processes, coordinating HR and safety training activities, and assisting with operational logistics. This role also prepares and distributes reports and correspondence, supports outage planning and safety meetings, tracks inventory, and helps maintain office supplies and secure records, contributing directly to the safe, reliable, and cost-effective operation of the plant.

Requirements

Ability to understand procedures and instructions related to assigned responsibilities, typically gained through successful completion of high school or equivalent education.
Experience supporting administrative functions in a fast-paced operational environment, preferably within industrial or power generation settings.
Familiarity with managing vendor communications, processing and verifying invoices, and assisting with accounts payable activities.
Basic knowledge of procurement processes, including tracking orders, expediting shipments, supporting purchase requisition and PO approvals, and resolving vendor discrepancies.
Proficiency with administrative and operational software systems, such as CMMS, ERP platforms, or other tools used for recordkeeping, reporting, and document control.
Strong attention to detail and ability to maintain accurate records, including open purchase orders, operational data, and administrative documentation.
Ability to prepare, format, and distribute professional correspondence, reports, and documentation with clarity and accuracy to vendors, internal teams, and plant leadership.
Excellent organizational skills to manage multiple tasks, maintain records, support operational logistics, and assist plant administrators and management effectively.
Clear and professional verbal and written communication skills to coordinate with vendors, service providers, and internal teams, and to assist with HR and safety training functions.
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.
Relevant industry or military experience may be considered in lieu of education on a year-for-year basis.

Responsibilities

Provide part-time administrative support to the plant and Administrative Manager, ensuring accurate recordkeeping and effective daily operations.
Maintain accurate electronic and paper files, including open purchase orders and operational records.
Control plant documentation, including procedures, work orders, and version-controlled records for audits and inspections.
Enter and track invoices in accounting and CMMS platforms (e.g., Maximo), following up on pending approvals and payment issues.
Support accounts payable processes, including invoice review, payment tracking, and coordination with vendors and plant personnel.
Assist with procurement, including expediting orders, recommending substitutions, resolving shipment or invoice discrepancies, and supporting the approval of purchase requisitions and purchase orders.
Assist with monthly purchasing and financial reviews, including the Budget Variance Report (BVR) and purchasing commitment reports, ensuring accuracy of related documentation.
Prepare and distribute correspondence, reports, and documentation to vendors, internal teams, and plant leadership, as directed by the Administrative Manager.
Coordinate human resources and safety training functions, including new hire documentation, quarterly drug screenings, tracking training, and maintaining records, supporting the Administrative Manager.
Support operational logistics, including outage planning, shift schedules, inventory tracking, and vendor coordination.
Provide administrative support for plant operations, including safety meeting setup, outage assistance, acting as a scribe for meetings, and documenting safety incidents or audits.
Maintain office supplies, manage distribution, and ensure the security of plant records and files.
Perform additional administrative, accounts payable, HR, operational support, or employee event tasks as assigned by the Administrative Manager.