Administrative Manager (remote)

The Heritage Project includes 16 power generation facilities across PA, NJ, and OH. These sites feature a variety of equipment, such as combined-cycle units, dual-fuel turbines, and subcritical boilers. The project supports a mix of fuel sources, including natural gas, oil, and gas-fired systems, with facilities like the Shawville and Gilbert Generating Stations playing key roles.

Opportunity Summary

The Administrative Manager plays a key role in overseeing site-wide administrative operations, ensuring accurate records, streamlined procurement, and policy adherence across NAES while working remotely to support a fleet of power plant assets. This position provides critical support to Plant Managers with financial and operational reporting, manages employee functions, and coordinates essential human resources processes, including payroll, 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.

This position requires the candidate to reside locally to the Shawville Generating Station in Shawville, PA, where it is based. Occasional travel may be required to support the Heritage Project fleet as needed.

Primary Functions

Administrative
? 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, service awards, holiday parties) and process employee expense reports in alignment with company policies.
? Lead development and execution of reporting procedures, overseeing the filing, and archiving of department records.
? Manage administrative functions related to fuel, reagent, and other bulk materials and chemical inventory accounting.
? Provide high-level administrative support to Plant Managers, including event planning and organizational support for plant operations.
? Assist the Plant Manager in analyzing monthly O&M variances and preparing comprehensive reports.
? Support the Plant Manager in coordinating audits and inspections.

Accounting
? Accurately record and reconcile invoices, purchase orders, and sales tax in accordance with corporate procedures.
? Use the CMMS to generate and track purchase orders, maintaining organized and current procurement records.
? Ensure accurate matching of receiving documents, purchase orders, and invoices.
? Manage vendor check requests and payment scheduling, ensuring timely disbursement.
? Support financial reporting by identifying variances and assisting with monthly financial report preparation.
? 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.

Human Resources
? Administer human resources programs and serve as the primary liaison to the NAES Corporate Human Resources Manager.
? Process employee payroll and generate payroll reports per corporate accounting standards.
? 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 precise records of employee leave, disability, and workers? compensation claims.
? Support plant personnel hiring, overseeing the new employee orientation process.
? Administer the Fitness for Duty policy, coordinating scheduling for employee and contractor 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.

Additional human resources, administrative, and accounting functions as assigned by Accounting Manager

NAES Safe

Safety is a core value of NAES and as a condition of employment, all employees are expected to be mentally alert and work safely at all times. Additionally, employees are required to adhere to all safety warnings and posted safety signs whenever on company property. Furthermore, employees must follow all NAES safety rules and procedures. Effectiveness in carrying out this responsibility is part of the evaluation of each employee?s performance.

Working Relationships

The Administrative Manager reports to the Operations Director and takes general direction from plant management. Additionally cooperates with all plant personnel relative to the accounting, Human Resources, and administrative processes.

Working Conditions

This is primarily a remote, work-from-home position, with occasional travel to power plant sites as needed. While on-site, employees will be in a power plant environment, which may involve standing for extended periods, climbing stairs and ladders, and wearing protective equipment (such as hard hats, safety glasses, and hearing protection). On-site conditions may also require work outdoors in varying weather, including both hot and cold temperatures. Please note that smoking restrictions apply in and around the facility.

Fitness for Duty

All employees will participate in the Fitness for Duty Program. This program includes a pre-employment drug screen and post-employment random drug screening.

Work Schedule

Regular workdays are Monday through Friday, during standard day-shift hours. However, extended hours and flexible shifts, including weekends and holidays, may be necessary based on schedules, workload demands, and plant conditions. Some travel is required to support the Heritage Project fleet.

Compensation

This position offers an annual base salary between $85,000 and $105,000, along with an annual performance bonus.

Job Qualifications

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, medical case management, general accounting, and payroll.
? Ability to understand procedures and instructions specific to the area of assignment as would be acquired in four years of high school.
? Associate or bachelor?s degree in business administration, human resources, or similar is a plus.
? 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.
? Proven ability to convey complex ideas clearly and effectively, facilitating seamless interaction with employees, vendors, and upper 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 and unrestricted driver's license, ensuring it remains in good standing at all times.

About NAES

NAES Corporation is the leading provider of operations, maintenance, and engineering services for energy facilities. We have established ourselves as a reliable partner for clients in North America and internationally, offering services across power generation, oil and gas, and renewable energy sectors. Additionally, our growing family of companies enables us to address the entire life cycle of power generation and other industrial plants.

NAES is committed to a diverse and inclusive workplace. It is the practice of NAES to seek employees of the highest quality and to select individuals on the basis of merit and competence, without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, military status or affiliation protected under USERRA, or any other basis of discrimination prohibited by applicable local, state and federal law.

Qualifications

Skills

Preferred

Administrative: Advanced

Project Management: Intermediate

Leadership: Intermediate

Budgeting: Intermediate

Operations Management: Intermediate

Payroll: Intermediate

Accounts Payable: Advanced

Human Resources: Intermediate

Microsoft Office Suite: Advanced

Organizational Skills: Advanced

Verbal and Written Communications: Advanced

Behaviours

Preferred

Leader: Inspires teammates to follow them

Innovative: Consistently introduces new ideas and demonstrates original thinking

Functional Expert: Considered a thought leader on a subject

Team Player: Works well as a member of a group

Education

Preferred

Associates or better in Business Administration or related field

High School or better

Experience

Preferred

Associate or bachelor?s degree in business administration, human resources, or similar is a plus.

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.

Proven ability to convey complex ideas clearly and effectively, facilitating seamless interaction with employees, vendors, and upper 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.

Licenses & Certifications

Required

Driver's License

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