Administrative Assistant

Rayburn Energy Station 2 (RES 2), located in Sherman, TX, is a greenfield fast-start simple-cycle facility under construction. The project will feature ten Siemens SGT-800 combustion turbine-generator units and associated balance-of-plant systems. The site is adjacent to the 750 MW Rayburn Energy Station 1 (RES 1), a combined-cycle facility with two Siemens SGT6-5000F turbines and HRSGs.

Opportunity Summary

The Administrative Assistant provides administrative and business support for Rayburn Energy Station 1 (RES 1) and Rayburn Energy Station 2 (RES 2), with an initial focus on development, commissioning, startup, and the transition of RES 2 to commercial operation.

This position supports plant management with purchasing, accounts payable, inventory, document control, reporting, vendor coordination, and general office functions. The Administrative Assistant must exercise sound judgment, maintain confidentiality, manage priorities, and follow established safety and business requirements.

As Administrative Assistant, your responsibilities specific to the Pre-Commissioning Phase include the following functions:

• Support construction, commissioning, startup, and operational-readiness activities through document coordination, meeting support, material and equipment tracking, vendor coordination, and recordkeeping.
• Organize and maintain project turnover documentation, including equipment manuals, drawings, test records, warranties, training records, vendor information, and spare-parts documentation required for commercial operation.
• Assist with project closeout activities, warranty and vendor tracking, punch-list and turnover documentation, material receipt, and development of initial inventory and warehouse processes.

Your scope of responsibility as Administrative Assistant includes the following primary functions:

• Promote established safety practices and participate in plant safety activities as assigned.
• Deliver administrative and business support to the Administrative Manager, Plant Manager, and other plant personnel across both facilities.
• Process purchase requisitions, purchase orders, invoices, receiving documentation, and other accounts payable and procurement activities in accordance with established controls.
• Liaise with vendors and contractors regarding quotations, orders, material lead times, deliveries, invoices, and supporting documentation.
• Administer receipt, tracking, storage, and inventory records for materials, spare parts, consumables, and equipment, including cycle counts and reconciliation of discrepancies.
• Maintain plant files, contracts, purchasing records, equipment manuals, vendor documentation, commissioning records, and other controlled documents in accordance with retention requirements.
• Utilize CMMS and other business systems to support purchasing, receiving, inventory, equipment records, work-management documentation, and reporting.
• Assist with plant budgets, commitments, accruals, invoices, expenditures, and preparation of routine financial and operating reports.
• Prepare spreadsheets, trackers, reports, correspondence, presentations, meeting minutes, and other business documents to support plant management.
• Coordinate visitor, contractor, vendor, delivery, and site-access activities while handling incoming communications and maintaining appropriate confidentiality.
• Facilitate administrative requirements for outages, major maintenance, audits, regulatory compliance, environmental reporting, safety programs, and Owner or corporate reporting.
• Provide administrative coverage as needed, maintain organized work and record-storage areas, and identify opportunities to improve purchasing, inventory, document-control, and administrative processes.

Performs other duties and special projects as assigned by the Administrative Manager or Plant 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. All NAES managers and supervisors have a direct and important role in ensuring that all work is performed in a healthy and safe manner. Effectiveness in carrying out this responsibility is part of the evaluation of each Supervisor’s performance.

Working Relationships

The Administrative Assistant reports to the Administrative Manager and works closely with the Plant Manager and other site management. The position routinely coordinates with Owner representatives, EPC and commissioning personnel, OEMs, contractors, vendors, delivery services, and corporate support functions related to purchasing, accounting, inventory, document control, commissioning, and the safe and reliable operation of the facility.

Physical Requirements and 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 employees will participate in the Fitness for Duty Program. This program includes a post-offer/pre-employment drug screening and audiogram, as well as post-employment random drug screening.

Work Schedule

The Administrative Assistant works a standard Monday to Friday day shift schedule. This position will require extended hours, flexible shifts, weekends, and holidays as needed to support plant operations and business needs and may also require callout availability. Depending on the position, on-call status may or may not apply.

Some travel may be involved to participate in Manager, Owner, User Group, or other offsite meetings.

Compensation

This position offers a base pay rate ranging from $25 to $40 per hour, along with an annual performance bonus.

Core Qualifications and Skills

• High school diploma or equivalent required; an Associate or Bachelor’s degree in business administration or a related field is a plus. Relevant industry or military experience may be considered in lieu of additional education.
• Previous administrative experience in a fast-paced operational or industrial environment is preferred; power generation or energy industry experience is a plus.
• Familiarity with purchasing, accounts payable, invoice processing, vendor coordination, purchase orders, receiving, and material tracking.
• Working knowledge of inventory management, document control, records administration, and maintenance of accurate business and compliance documentation.
• Proficiency with CMMS, ERP, or similar business systems used for purchasing, inventory, recordkeeping, reporting, or operational support.
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities, maintain accurate records, and meet established deadlines.
• Clear and professional written and verbal communication skills, with the ability to work effectively with plant personnel, vendors, contractors, and other internal and external stakeholders.
• Demonstrated ability to handle confidential business information appropriately while supporting safety, regulatory, and administrative requirements.
• 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 serve clients across the power generation, oil and gas, and renewable energy sectors throughout North America and internationally, supporting the full life cycle of power generation and other industrial facilities.

NAES is committed to fostering a diverse and inclusive workplace. Employment decisions are based on merit and qualifications, without regard to race, color, religion, national origin, sex, gender identity, sexual orientation, age, disability, military status, USERRA-protected status, or any other characteristic protected by applicable federal, state, or local law.

Qualifications Skills Preferred Accounting Some Knowledge Human Resources Intermediate Office Administration Intermediate Microsoft Office Suite Intermediate Organizational Skills Intermediate Verbal and Written Communications Intermediate AR - Accounts Receivable Some Knowledge AP - Accounts Payable Some Knowledge Vendor Invoice Matching Intermediate Recordkeeping Intermediate Purchase Orders Some Knowledge Procurement Administration Some Knowledge Payroll Some Knowledge MS Office Suite Intermediate Invoices Some Knowledge Inventory Control Some Knowledge Data Entry Intermediate Computer Skills Intermediate CMMS - Computerized Maintenance Mgmt System Some Knowledge Operations Management Some Knowledge Education Required High School or better. Preferred Associates or better. Experience Preferred High school diploma or equivalent required; an Associate or Bachelor’s degree in business administration or a related field is a plus. Relevant industry or military experience may be considered in lieu of additional education. Previous administrative experience in a fast-paced operational or industrial environment is preferred; power generation or energy industry experience is a plus. Familiarity with purchasing, accounts payable, invoice processing, vendor coordination, purchase orders, receiving, and material tracking. Working knowledge of inventory management, document control, records administration, and maintenance of accurate business and compliance documentation. Proficiency with CMMS, ERP, or similar business systems used for purchasing, inventory, recordkeeping, reporting, or operational support. Strong organizational skills and attention to detail, with the ability to manage multiple priorities, maintain accurate records, and meet established deadlines. Clear and professional written and verbal communication skills, with the ability to work effectively with plant personnel, vendors, contractors, and other internal and external stakeholders. Demonstrated ability to handle confidential business information appropriately while supporting safety, regulatory, and administrative requirements. Equal Opportunity Employer
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