Administrative Assistant (contract)

Job Summary

This position offers an exciting opportunity to serve as a vital support resource for field operations, ensuring seamless coordination between office functions and field crews. The successful candidate will manage critical administrative processes including work order closeout, timekeeping systems, and compliance tracking while serving as a key point of contact for customers, contractors, and vendors. This role requires strong organizational abilities and attention to detail to maintain data integrity across multiple operating systems. Working in a supportive team environment, you will handle diverse responsibilities ranging from scheduling and office management to safety coordination and emergency support. The position provides consistent Monday through Friday daytime hours in an office setting, making it ideal for someone seeking stability while contributing to essential utility operations.

- Receive and process job closeout for all work packets within various systems, monitoring requirements and analyzing reports to verify labor and equipment charges

- Manage time and expense reporting for union and non-union employees, conducting periodic reviews to ensure accuracy and maintaining proficiency in timekeeping systems

- Assign field crew work through work management systems and monitor yearly meter exchanges and compliance work

- Coordinate meetings and travel arrangements for field operations staff and arrange schedules for management

- Serve as primary on-site contact for customers, contractors, and vendors, answering phones and directing inquiries

- Order and maintain office supplies and equipment, and handle daily mail operations

- Perform data entry, document copying, and assist with record management including filing, retention, and archiving of closed work orders

- Support KPI tracking and reporting activities

- Assist with compliance audits and produce required reports related to internal business rules and regulatory requirements

- Track safety training completion, verify equipment safety checks, order safety supplies, and organize safety events and meetings

- Provide assistance during emergency operations as needed

Skills

- Proficiency in Microsoft Office applications, particularly Excel

- Strong communication skills for phone and email correspondence

- Customer service orientation with a positive attitude

- Ability to work independently and collaboratively as part of a team

- Attention to detail and commitment to accuracy

- Reliability and consistency in task completion

- Willingness to learn new systems and processes

- General knowledge of office equipment operation

Previous Experience

- Three years of field-related experience, OR

- One year of relevant experience in construction, office management, administrative support, project management/coordination, or customer service with an Associate or Bachelor's Degree

- Administrative or customer service experience preferred but not required for entry-level candidates

Qualifications

- High School diploma or GED required

- Valid driver's license required

- Utility experience preferred

This is an excellent opportunity for someone seeking to build a career in utility operations with a structured, supportive team environment. The role offers consistent daytime hours with no field work requirements, making it perfect for candidates who thrive in office settings. You will gain valuable experience across multiple business functions while contributing to critical infrastructure operations that serve the community. The position provides exposure to various aspects of utility operations, compliance, and safety management, offering significant professional development potential in a stable industry.

Min Pay Rate Max Pay Rate Currency Unit 13 17 USD hourly