Administrative Manager

NAES•Pleasant Hill, MO

16h•$91,400 - $105,000•Onsite

About The Position

The Dogwood Energy Facility, located near Pleasant Hill in Cass County, Missouri, approximately 35 miles southeast of Kansas City, operates within the northern SPP reliability council region. The plant operates a 2x1 configuration featuring Siemens Westinghouse 501F gas turbines, Toshiba HRSGs, and a Toshiba steam turbine. The facility maintains a strong reliability culture and a collaborative maintenance team environment. Opportunity Summary The Administrative Manager plays a key role in overseeing site-wide administrative operations, ensuring accurate records, streamlined procurement, and adherence to NAES policies. This position provides critical support to the Plant Manager with financial reporting, manages employee functions, and coordinates essential human resources processes, including onboarding, and benefits administration. Additionally, the Administrative Manager is responsible for fostering compliance in inventory, audits, and Fitness for Duty requirements, contributing to the site’s efficient and organized operation. Your scope of responsibility as Administrative Manager includes the following primary functions:

Requirements

We are seeking a candidate who has administrative experience and a work history that demonstrates a strong background in worker fitness for duty administration, worker compensation, office administration, human resources, general accounting, and payroll.
High school diploma or equivalent required; 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 formal education on a year-for-year basis.
Five years of office administration experience with a strong emphasis in general accounting.
Strong computer skills and expertise in Microsoft Word & Excel.
Comprehensive knowledge and hands-on expertise in HR programs and benefits administration, coupled with experience in payroll processing, and ensuring compliance with regulatory standards and corporate policies.
Exceptional dedication to detail, guaranteeing meticulous accuracy in record-keeping across a variety of tasks and responsibilities.
Excellent oral and written communication skills, with a proven ability to convey complex ideas clearly and effectively to employees, vendors, and management.
Proactive approach to organization, adept at juggling and prioritizing multiple tasks with a focus on efficiency and productivity.
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.
Must possess a valid, unrestricted U.S. driver’s license and ensure it remains in good standing at all times.

Nice To Haves

Experience in CMMS, Sage 100, Sage AP Automation, DocuSign, and ShareFile desirable.
bachelor’s degree in business administration, human resources, or a related field is a plus.

Responsibilities

Oversee and ensure adherence to all NAES site policies and procedures, managing regular updates and revisions.
Maintain a precise record of employee training, safety, and compliance documentation.
Ensure secure handling of plant records, files, and supplies; manage procurement and timely receipt of all administrative items.
Plan and schedule company-sponsored employee events (e.g., luncheons, holiday parties).
Process employee expense reports in alignment with company policies.
Manage administrative functions related to bulk materials and chemical inventory.
Provide administrative support to Plant Managers, including event planning and organizational support for plant operations.
Support the Plant Manager in coordinating audits and inspections.
Assists in gathering contractor safety information as required by NAES.
Supports the NERC Compliance and Hazardous Management Programs including but not limited to annual completion of required training.
Represent the plant by participating in community events and meetings.
Accurately record and reconcile invoices, purchase orders, and sales tax in accordance with corporate procedures.
Use the Computerized Maintenance Management System (CMMS) to generate and track purchase orders, maintaining organized and current procurement records.
Verify the accuracy of all received materials by checking them against purchase orders, invoices, and receiving documents.
Ensure accuracy of receiving documents against purchase orders, and invoices.
Manage vendor check requests and payment scheduling, ensuring timely disbursement.
Support financial reporting required by the Customer and the Company.
Work with the management team to develop a comprehensive monthly O&M financial variance report.
Maintain vendor documentation, including W-9s, 1099s, and up-to-date insurance certificates.
Review and process daily employee expense reports, ensuring timely reimbursement.
Assist in audit preparation by organizing and providing essential documentation.
Assist the Plant Manager in plant budget preparation and execution.
Administer human resources programs and serve as the primary liaison to the NAES Corporate Human Resources Manager.
Review all payroll-related documentation, ensuring accuracy and prompt corrections as necessary.
Coordinate payroll items (e.g., timesheets, relocations, labor charges, bonuses) and ensure accurate processing.
Maintain records.
Support plant personnel hiring, overseeing the new employee orientation process.
Administer the Fitness for Duty policy, coordinating scheduling for employee -testing.
Manage random, post-accident, and other Fitness for Duty testing requests and reporting.
Oversee benefits administration for plant personnel, ensuring compliance with Corporate Human Resources requirements.