Senior Administrative Assistant - Field and Office Coordinator

Kearney Electric•Phoenix, AZ

About The Position

The Senior Administrative Assistant is a key operational support position responsible for coordinating daily administrative activities that help keep Kearney Electric's field operations running efficiently. The role supports dispatch and manpower coordination, employee timecards, project-site badging and access requirements, field communications, administrative tracking, and other field employee needs. It works closely with People & Culture, Project Managers, Directors, and field leadership in a fast-paced environment where priorities can change quickly and accurate follow-through is essential. The position is part of the People & Culture department and reports to the Director of People & Culture. The employee is expected to uphold Kearney Electric's Pathways to Excellence mission and its core values of Trust, Team, Grit, and Growth, follow company policies, and observe applicable safety, health, and loss-prevention practices.

Requirements

Strong administrative, organizational, and follow-through skills, including the ability to manage multiple priorities.
Ability to work effectively in a fast-paced environment where schedules, staffing needs, and priorities may change with little notice.
Strong written and verbal communication skills and confidence communicating with employees at all levels.
Ability to remain calm, professional, and solution-focused when handling urgent requests, competing priorities, or unexpected changes.
Accuracy and attention to detail when working with timecards, employee assignments, site-access requirements, schedules, and administrative records.
Ability to prioritize requests based on urgency and operational impact and escalate conflicts or concerns appropriately.
Ability to take ownership of mistakes or missed details, communicate promptly, correct issues, and help prevent recurrence.
Ability to maintain confidentiality and exercise sound judgment with employee and company information.
Strong computer skills, including Microsoft Outlook, Word, and Excel, and ability to learn company systems and project-specific platforms.
Dependable attendance and punctuality.
High school diploma or GED required.
Ability to coordinate schedules, people, documentation, and deadlines with strong attention to detail.
Strong customer-service mindset and ability to build positive working relationships with office and field employees.
Ability to work independently, take initiative, solve routine problems, and know when to involve leadership.

Nice To Haves

Three or more years of administrative, operations support, project support, dispatch, scheduling, or similar coordination experience.
Previous experience in construction, electrical contracting, field services, or another fast-paced operations environment.
Experience with timekeeping, scheduling, credentialing or badging, dispatch, or project administration.
Valid driver's license.
Relevant administrative experience and demonstrated capability; no college degree is required.

Responsibilities

Coordinate daily dispatch and field employee assignments, providing accurate jobsite, reporting, and assignment information.
Communicate with Project Managers, Directors, field leadership, and People & Culture about staffing needs, changes, shortages, and priorities.
Respond to assignment changes, call-offs, jobsite changes, and other time-sensitive field coordination needs.
Review employee timecard submissions for completeness, follow up on missing or inaccurate information, and coordinate corrections with employees and supervisors before payroll deadlines.
Coordinate and track project-specific badging, site access, orientations, credentialing, and related administrative requirements.
Maintain accurate administrative trackers, schedules, employee assignment information, project access records, and operational documentation.
Communicate professionally with field employees, supervisors, Project Managers, Directors, customers, and other internal and external contacts.
Assist with onboarding and field-related administrative activities, including coordinating information employees need before reporting to projects.
Prepare, organize, and maintain documents, spreadsheets, reports, correspondence, and other administrative materials.
Monitor open items and deadlines and follow up with appropriate individuals to ensure tasks are completed.
Handle confidential employee and company information with discretion and professionalism.
Identify recurring administrative or coordination issues and recommend practical process improvements.
Provide administrative support for special projects and changing operational priorities as assigned by the Director of People & Culture.
Perform other duties as assigned and assist in other areas as needed.
Observe safety, health, and loss-prevention rules, practices, procedures, and instructions.