Administrative Assistant

Western 102 Power Station and Solar Plant is a 116-MW natural gas–fueled facility located in Storey County, Nevada, providing reliable and flexible power to support regional mining operations. The plant utilizes 14 Wärtsilä 34SG spark-ignition engines housed in a prefabricated structure with two engine halls, each containing seven gensets, designed for efficient high-altitude performance and low emissions through lean-burn, pre-combustion chamber technology. Complementing the thermal generation is a 1-MW AC (1,000-kW) solar photovoltaic system, enhancing overall efficiency and energy diversity.

Opportunity Summary

The Administrative Assistant at Western 102 Power Station and Solar Plant plays a critical role in supporting the efficient operation of a combined-cycle power plant by coordinating fuel logistics, vendor interactions, and administrative functions. Key responsibilities include tracking fuel deliveries, maintaining operational records, and assisting with procurement and accounts payable processes to support timely, cost-effective, and safe plant operations. By ensuring reliable documentation and communication, this role contributes to the plant’s ability to safely and consistently deliver electricity to the regional grid.

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

• Provide comprehensive administrative coordination for plant operations, ensuring accurate recordkeeping, vendor and HR alignment, regulatory compliance, and efficient daily operations across generation and solar assets.
• Maintain and reconcile plant data systems for natural gas fuel deliveries and usage, ensuring accuracy, documentation integrity, and audit readiness, while acting as the primary liaison for fuel suppliers and service providers, coordinating communication, documentation, and issue resolution with plant leadership.
• Administer electronic and hard-copy records, including vendor accounts, insurance certificates, purchasing documentation, and operational files, ensuring organization, retention compliance, and accessibility.
• Control plant documentation, including procedures, work orders, and version-controlled records, serving as site documentation lead for audits and inspections.
• Manage invoice processing and tracking within accounting and CMMS platforms (e.g., Maximo), ensuring timely approvals, resolving discrepancies, and supporting monthly budget and commitment reviews.
• Coordinate accounts payable workflows, including invoice validation, coding accuracy, and vendor follow-up.
• Oversee procurement tracking activities, including expediting orders, monitoring open purchase orders, and resolving shipment or billing discrepancies.
• Coordinate site HR and safety administration, including training tracking, compliance documentation, workforce records, and screening requirements.
• Maintain compliance records and assist with permit tracking and reporting requirements to support environmental and operational standards.
• Coordinate logistical planning for outages, scheduling, inventory documentation, and vendor access, while maintaining control of plant records, office resources, and confidential documentation to ensure smooth operational execution.
• Provide administrative support for plant meetings, safety initiatives, and audits, including documentation and follow-up tracking.
• Prepare and distribute operational reports, correspondence, and documentation to internal teams and plant leadership to support reliable plant performance.
• Perform additional administrative and operational coordination duties as needed to support overall site performance.

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 Administrative Assistant reports to the Administrative Manager and may take general direction from plant management. Additionally coordinates with all plant personnel relative to the accounting, human resources, and administrative processes.

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 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 Administrative Assistant 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 may also be required.

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

Compensation

This position offers a base pay rate ranging from $27.50 to $34.50 per hour, along with an annual performance bonus.

Core Qualifications and Skills

We are seeking a detail-oriented Administrative Assistant with experience supporting plant or industrial operations and a strong understanding of office administration, including vendor coordination, document control, regulatory compliance, accounts payable processes, and HR and safety program administration. The ideal candidate will demonstrate proficiency in financial tracking systems, purchasing workflows, and operational recordkeeping within a regulated environment.

• Ability to understand procedures and instructions related to assigned responsibilities, 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.
• Experience supporting administrative functions in a fast-paced operational environment, preferably within industrial or power generation settings.
• Familiarity with managing vendor communications, processing and verifying invoices, and assisting with accounts payable activities.
• Basic knowledge of procurement processes, including tracking orders, expediting shipments, and resolving vendor discrepancies.
• Proficiency with administrative software systems for recordkeeping and reporting, such as CMMS, ERP platforms, or other operational data management tools.
• Strong attention to detail and ability to maintain accurate records related to fuel deliveries, vendor transactions, and operational data.
• Ability to prepare, format, and distribute professional correspondence and documentation with clarity and accuracy.
• Excellent organizational skills to manage multiple tasks, maintain documentation, and support plant administrators and management effectively.
• Clear and professional verbal and written communication skills to serve as the primary point of contact for fuel vendors, transportation providers, and internal teams.
• 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.

Qualifications Skills Required Accounting Some Knowledge 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 Preferred Human Resources Intermediate Behaviors Required Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well Functional Expert: Considered a thought leader on a subject Team Player: Works well as a member of a group Preferred Innovative: Consistently introduces new ideas and demonstrates original thinking Education Required High School or better. Preferred Associates or better. Experience Required We are seeking a detail-oriented Administrative Assistant with experience supporting plant or industrial operations and a strong understanding of office administration, including vendor coordination, document control, regulatory compliance, accounts payable processes, and HR and safety program administration. The ideal candidate will demonstrate proficiency in financial tracking systems, purchasing workflows, and operational recordkeeping within a regulated environment. Ability to understand procedures and instructions related to assigned responsibilities, 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. Experience supporting administrative functions in a fast-paced operational environment, preferably within industrial or power generation settings. Familiarity with managing vendor communications, processing and verifying invoices, and assisting with accounts payable activities. Basic knowledge of procurement processes, including tracking orders, expediting shipments, and resolving vendor discrepancies. Proficiency with administrative software systems for recordkeeping and reporting, such as CMMS, ERP platforms, or other operational data management tools. Strong attention to detail and ability to maintain accurate records related to fuel deliveries, vendor transactions, and operational data. Ability to prepare, format, and distribute professional correspondence and documentation with clarity and accuracy. Excellent organizational skills to manage multiple tasks, maintain documentation, and support plant administrators and management effectively. Clear and professional verbal and written communication skills to serve as the primary point of contact for fuel vendors, transportation providers, and internal teams. Equal Opportunity Employer
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