Administrative Manager

NAES•Hubbard, TX

1d•$113,000 - $143,000•Onsite

About The Position

The Administrative Manager at the APEX Power Co. Project will oversee and coordinate all administrative, HR, and accounting functions to ensure compliance, operational readiness, and smooth site operations. This role includes managing employee onboarding, training, payroll, records, procurement, and audit-ready documentation while supporting the Plant Manager and liaising with contractors, OEMs, and leadership. The position also supervises administrative personnel, drives reporting and variance analysis, and ensures effective processes throughout both pre-commissioning and post-commissioning phases of the power facility. Your scope of responsibility as Administrative Manager includes the following functions: Administrative Oversee, implement, and ensure adherence to all NAES site-specific administrative policies, including updates and revisions. Maintain accurate, auditable employee training and certification records for all plant personnel. Assist with new employee onboarding, including orientation logistics. Safeguard plant records, technical documentation, and office supplies and manage procurement to ensure timely receipt of items. Facilitate ordering, receiving, and distribution of administrative and office materials and support pre-commission safety documentation and safety meetings. Plan and coordinate company-sponsored employee events and process related expense reports. Lead the development, filing, archiving, and management of departmental reporting and documentation to ensure accessibility for audits, inspections, and operational handoff. Supervise and train subordinate administrative personnel and oversee workload allocation and performance standards. Support the Plant Manager with O&M budget variance analysis, report preparation, and coordination of audits and inspections. Prepare administrative readiness reports for the Plant Manager, EPC, NAES leadership, and regulatory bodies and act as a liaison for administrative coordination with contractors and OEMs. Accounting Oversee invoice processing, purchase order administration, and sales tax documentation to ensure accuracy and compliance. Manage the CMMS for procurement, purchase order generation, inventory tracking, and supporting documentation. Review and approve receiving documentation, purchase orders, and invoices, and coordinate vendor payment requests. Track administrative expenses and assist with purchase order documentation to ensure timely invoice processing. Maintain administrative, procurement, and financial documentation to support audit readiness and regulatory compliance. Ensure adherence to internal controls, corporate accounting policies, and GAAP/site-specific financial standards, including reviewing transactions for accuracy and identifying discrepancies. Assist in the preparation of site-level budgets for administrative and operational expenses, monitor actual spending against budgets, and report variances to the Plant Manager and leadership. Lead monthly financial tracking, variance analysis, and preparation of supporting financial, expense, and management reports. Support monthly, quarterly, and annual financial reporting cycles, including accruals, journal entries, and cash tracking, to provide management with timely insights into site accounting performance. Human Resources Manage site-level HR administrative programs and act as the primary liaison with NAES Corporate HR. Ensure integrity, confidentiality, and compliance of all employee, HR, and Fitness for Duty (FFD) records, including training, leaves, disability claims, workplace injuries, and workers’ compensation. Oversee payroll processing and reporting to ensure compliance with corporate procedures and federal and state requirements. Direct payroll-related administrative processes, including timesheets, labor charges, relocation expenses, and incentive or bonus payments. Lead staffing-related administrative tasks including I-9 verification, employee record setup, access credentials, new hire orientation, and Fitness for Duty (FFD) program oversight. Schedule and track training for pre-commission staff covering operations, safety, and compliance programs and ensure all records are complete and audit-ready. Perform additional HR, administrative, and accounting functions as assigned by the Plant Manager.

Requirements

Administrative experience and a work history that demonstrates a strong background in general accounting, human resources, worker compensation, payroll, and worker fitness for duty administration.
Ability to understand procedures and instructions related to the assigned area, gained through successful completion of high school or equivalent education at a minimum.
Proven leadership in supervising and developing administrative staff, fostering team performance, and accountability.
Comprehensive knowledge of HR programs, benefits administration, and payroll processing, ensuring compliance with regulatory and corporate policies, including experience supporting onboarding tasks.
Strong analytical and financial skills, with experience supporting budget oversight, cost tracking, and audit preparation.
Skilled in a wide array of administrative tasks, including the management of policies, regulatory procedures, and event planning.
Adept at ensuring the seamless flow of operations within the organizational framework.
Exceptional dedication to detail, guaranteeing meticulous accuracy in record-keeping across a variety of tasks and responsibilities.
Proven ability to convey complex ideas clearly and effectively, facilitating seamless interaction with employees, vendors, and upper management.
Proactive and adaptable professional with strong organizational skills, able to prioritize multiple tasks while supporting complex administrative operations in a dynamic, multi-function environment.
Must possess a valid, unrestricted U.S. driver’s license and ensure it remains in good standing at all times.

Nice To Haves

Bachelor’s degree in business administration, accounting, human resources, or similar is a plus.
Relevant industry or military experience may be considered in lieu of education.

Responsibilities

Oversee, implement, and ensure adherence to all NAES site-specific administrative policies, including updates and revisions.
Maintain accurate, auditable employee training and certification records for all plant personnel.
Assist with new employee onboarding, including orientation logistics.
Safeguard plant records, technical documentation, and office supplies and manage procurement to ensure timely receipt of items.
Facilitate ordering, receiving, and distribution of administrative and office materials and support pre-commission safety documentation and safety meetings.
Plan and coordinate company-sponsored employee events and process related expense reports.
Lead the development, filing, archiving, and management of departmental reporting and documentation to ensure accessibility for audits, inspections, and operational handoff.
Supervise and train subordinate administrative personnel and oversee workload allocation and performance standards.
Support the Plant Manager with O&M budget variance analysis, report preparation, and coordination of audits and inspections.
Prepare administrative readiness reports for the Plant Manager, EPC, NAES leadership, and regulatory bodies and act as a liaison for administrative coordination with contractors and OEMs.
Oversee invoice processing, purchase order administration, and sales tax documentation to ensure accuracy and compliance.
Manage the CMMS for procurement, purchase order generation, inventory tracking, and supporting documentation.
Review and approve receiving documentation, purchase orders, and invoices, and coordinate vendor payment requests.
Track administrative expenses and assist with purchase order documentation to ensure timely invoice processing.
Maintain administrative, procurement, and financial documentation to support audit readiness and regulatory compliance.
Ensure adherence to internal controls, corporate accounting policies, and GAAP/site-specific financial standards, including reviewing transactions for accuracy and identifying discrepancies.
Assist in the preparation of site-level budgets for administrative and operational expenses, monitor actual spending against budgets, and report variances to the Plant Manager and leadership.
Lead monthly financial tracking, variance analysis, and preparation of supporting financial, expense, and management reports.
Support monthly, quarterly, and annual financial reporting cycles, including accruals, journal entries, and cash tracking, to provide management with timely insights into site accounting performance.
Manage site-level HR administrative programs and act as the primary liaison with NAES Corporate HR.
Ensure integrity, confidentiality, and compliance of all employee, HR, and Fitness for Duty (FFD) records, including training, leaves, disability claims, workplace injuries, and workers’ compensation.
Oversee payroll processing and reporting to ensure compliance with corporate procedures and federal and state requirements.
Direct payroll-related administrative processes, including timesheets, labor charges, relocation expenses, and incentive or bonus payments.
Lead staffing-related administrative tasks including I-9 verification, employee record setup, access credentials, new hire orientation, and Fitness for Duty (FFD) program oversight.
Schedule and track training for pre-commission staff covering operations, safety, and compliance programs and ensure all records are complete and audit-ready.
Perform additional HR, administrative, and accounting functions as assigned by the Plant Manager.