Office Administrator bei NAES

The Jackson Generation facility is a state-of-the-art natural gas-fired power plant with two 1x1 combined cycle units. It features Mitsubishi 501JAC gas turbines, Mitsubishi SRT-40 single-cylinder reheat steam turbines, and John Cockerill (formerly CMI) heat recovery steam generators (HRSGs). The plant is equipped with Hitachi 758 MVA generators and Holtec air-cooled condensers, all controlled by an Emerson Distributed Control System (DCS). It receives gas from three sources and supplies power to the PJM market within the ComEd Zone, south of Chicago.

Opportunity Summary

The Office Administrator is responsible for administering Human Resources procedures and benefits, file maintenance including employee, safety, and environmental reports and files, the timely completion of payroll, and the overall administrative functions of the facility. Establishes, implements, and enforces office policies and procedures. Performs tasks which require advanced skills in organization and planning, and will have an overall knowledge of plant, NAES and Owner corporate departments.

Your scope of responsibility as Office Administrator includes the following primary functions:

Administrative

• Manage and control all NAES site policy and procedure revisions.
• Maintain accurate records of employee training and safety.
• Safeguard plant records, files, and supplies; oversee procurement and coordinate timely receipt of all administrative-related items.
• Schedule and plan company-sponsored employee functions (e.g., luncheons, service awards, holiday events); process employee expense reports in line with company policy.
• Develop and implement reporting procedures, while overseeing department record filing and archiving.
• Manage fuel, reagent, and other bulk material and chemical inventory and accounting.
• Provide administrative assistance and support to Plant Managers, including planning functions and plant-related events.
• Assist Plant Manager in identifying monthly O&M variances and preparing reports.
• Support Plant Manager in coordinating audits and inspections.

Accounting

• Record and reconcile invoices, purchase orders, and sales tax in compliance with corporate procedures.
• Use the CMMS to generate purchase orders and maintain organized, up-to-date procurement records.
• Match receiving documents with purchase orders and invoices to ensure accuracy.
• Collect procurement documents and manage vendor check requests to support timely payments.
• Assist in identifying monthly variances and contribute to financial reporting.
• Maintain vendor W-9 files, prepare 1099s, and ensure vendor insurance certificates and records remain current.
• Review and process daily employee expense reports for accuracy and timely reimbursement.
• Support audit requests by organizing and providing required documentation.

Human Resources

• Administer HR programs and serve as liaison to the NAES Corporate Human Resources Manager.
• Process employee payroll and related reporting in accordance with corporate accounting procedures.
• Review incoming payroll documents and identify required corrections.
• Coordinate, prepare, and process payroll items (e.g., timesheets, relocation, labor charges, bonuses).
• Maintain accurate records of employee leave of absence, disability, and workers’ compensation claims.
• Support hiring efforts for plant personnel and oversee new employee orientation.
• Administer the Fitness for Duty policy, including scheduling and coordinating employee and contractor testing.
• Create test requests and manage reporting for random, post-accident, and other Fitness for Duty testing.
• Additional human resources, administrative, and accounting functions as assigned by Accounting Manager

NAES Safe

Safety is a core value at NAES, and as a condition of employment, all employees are expected to remain mentally alert and work safely at all times. Employees must also adhere to all safety warnings and posted signs while on company property. Additionally, they are required to follow all NAES safety rules and procedures. Adherence to these safety responsibilities is one of the key factors in the evaluation of each employee’s performance.

Working Relationships

The Office Administrator reports to the Plant Manager and coordinates with all plant personnel relative to the accounting, human resources, and administrative processes.

Working Conditions

Work is primarily performed in an office environment. However, as the facility is a power plant, there may be occasions that require standing for extended periods of time, climbing stairs and ladders, and wearing protective equipment (such as hard hats, safety glasses, and hearing protection). On-site conditions may also necessitate 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 personnel will participate in the Fitness for Duty Program, which includes a post-offer physical examination, drug screening, and post-employment random drug screening.

Work Schedule

The Office Administrator works a standard Monday to Friday day shift schedule, ensuring consistent plant operation and support during regular business hours. This position will also occasionally necessitate extended working hours and flexible shifts as needed, including weekends and holidays, in response to schedules, workload demands, and plant conditions. Periodic callouts or “On call” status will also be required.

Compensation

This position offers a base pay rate ranging from $30.19 to $42.36 per hour, along with an annual performance bonus.

Professional Expertise & Qualifications

We are seeking a candidate with administrative experience and a strong background in office management, including worker fitness for duty administration, worker compensation, human resources, general accounting, and payroll.

• Ability to understand procedures and instructions related to the assigned area, typically gained through successful completion of high school or equivalent education. An Associate or 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 education on a year-for-year basis.
• Comprehensive knowledge of HR programs and benefits administration, with hands-on expertise in payroll processing and ensuring compliance with regulatory standards and corporate policies.
• Skilled in a wide range of administrative functions, including policy management, regulatory procedures, record control, procurement, and event planning to support smooth site operations.
• Proficiency with accounting and procurement processes, including invoice reconciliation, purchase order tracking, vendor documentation, and financial reporting support.
• Experience using CMMS or similar systems, with the ability to generate, track, and maintain accurate procurement and inventory records.
• Exceptional attention to detail, ensuring meticulous accuracy in record-keeping, compliance documentation, and sensitive employee data.
• Proven ability to communicate complex information clearly and effectively, fostering strong collaboration with employees, vendors, auditors, and senior management.
• Proactive organizational and time-management skills, with the ability to juggle and prioritize multiple deadlines while maintaining efficiency and productivity.
• Strong interpersonal skills and professional judgment, with the capability to support plant leadership, coordinate audits and inspections, and liaise with corporate departments.
• Must possess a valid, unrestricted U.S. driver’s license and ensure it remains in good standing at all times.

About NAES

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

NAES is committed to fostering a diverse and inclusive workplace. We prioritize selecting employees based on merit and competence, seeking individuals of the highest quality, 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 form of discrimination prohibited by applicable local, state, and federal law.