The Role
Provides administrative support to project and site staff, including document control, filing, timesheet and payroll data entry, employee onboarding paperwork, invoices, purchase orders, DOT records, safety documentation, spreadsheets, mail, supplies, and meeting minutes. Coordinates with employees, vendors, clients, subcontractors, HR, and corporate resources. Collects apprenticeship data, supports site events, maintains records, and ensures office and safety processes are followed.
Summary Generated by Built In
We are committed to building a workplace where everyone feels heard and respected, and extending our culture of care so that every individual can reach their full potential. We want you to have a sense of belonging and feel valued for your contributions and the perspectives you bring.
Summary:
The Administrative Assistant has responsibilities supporting site staff. This position will last for the duration of the specific project.
Requirements:
- Assists Project Manager, site management, staff, customers, vendors and walk-ins as needed.
- Take minutes for meetings as required.
- Supports field employees by contacting corporate resources for issue resolution.
- Assists and supplies data as requested.
- Answers multi-line telephone using proper telephone etiquette in a professional manner.
- Administers project documentation and filing systems using company guidelines.
- Reviews employee timesheets, enters into timekeeping system accurately and according to Payroll processing deadlines.
- Enters and keeps utility locate request tickets current as assigned for the duration of the project.
- Ensures that all paperwork for new employees or transitioning employees is fully completed and submitted to HR within deadlines.
- Enters expense claim reports and ensures that proper documentation is sent to Payroll.
- Ensures that DOT paperwork is complete and submitted to RES DOT weekly (scan/email and FedEx originals). Assists with issuing POs, vendor issues, matching invoices to POs/Requisitions, receiving invoices against POs as needed.
- Supports internal office processes and company policies.
- Files safety paperwork and uploads to Procore using assigned naming conventions according to type of document.
- Creates and updates ad hoc spreadsheets and documents, tracks data as assigned by Supervisors. Orders office/kitchen supplies and stocks them.
- Sends/receives FedEx and USPS mail and distributes.
- Assists in planning and organizing site events/activities.
- Recognizes issues requiring action and takes initiative to resolve/report while working with minimal supervision. Stays current with professional and industrial best practices.
- Occasional travel to airport in personal vehicle.
- Responsible to ensure SAFETY requirements met.
- Must be able to work professionally with clients, vendors, employees, managers and supervisors.
- Regular attendance is an essential requirement of the job.
- Follow any other job-related duties/functions requested by the supervisor or onsite supervisors.
- Help collect and confirm records, internally and from subcontractors.
- Collect data on site from individuals enrolling into the Apprenticeship program.
Safety:
- Ensures that safety is the most important function, follows safe practices while working.
- Reinforces safe behaviors and eliminates “at risk” behaviors.
- Reports potentially unsafe conditions and uses materials and equipment properly.
- Ensures Job Hazard Analysis (JHA’s) occurs before scopes of work commence.
- Adheres to and understands standard operating procedures.
- Receives job- and task-specific training prior to work commencing.
- Follows technical, quality and safety systems in place and determines appropriate action.
- Follows safety and security procedures and determines appropriate action. Reports potentially unsafe conditions and uses materials and equipment properly.
Qualifications:
- HS Diploma or GED, some college preferred.
- 1-3 years office experience.
- Employees must be physically capable of operating a vehicle safely, possess an appropriate valid driver's license.
- Knowledge, Skills & Abilities:
- Advanced Knowledge in:
- Communication Relationship building MS Office (Excel, Word, Outlook, etc.)
- Multi-task and prioritize work Organizational skills Attention to details High level of accuracy
- Office procedures Following directions Research skills
- Multi-tasks Work independently and in groups
- Intermediate level of knowledge in:
- Recordkeeping Document tracking Timekeeping hiring forms
- Basic level of knowledge in:
- I-9 completion
Anticipated base salary range: $23/hr. - $26/hr.
The final agreed upon compensation is based on individual education, qualifications, experience, and work location.
RES offers benefits that are effective first day of employment. These benefits include the following:
- Medical, Dental and Vision
- Health Savings Account with employer contribution
- Flexible Spending Accounts
- Basic Life and Voluntary Life
- Short Term Disability
- Accident, Hospital, and Critical Illness
- 401 (k) plan with 6% company match
- Paid Time Off (PTO) and Paid Holidays
- Paid Parental Leave
- Employee Referral Bonus and Wellness programs
- Wellness Reimbursement
Physical requirements and environment:
The work environment and physical demands characteristics are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Occasionally: Carrying, climbing, crouching, grasping, gripping, handling, kneeling, pinching, pulling, pushing, lifting, reaching, and stooping are required.
Frequently: Standing and walking is required.
Constantly: Reading, vision, repetitive motions, and sitting are required. ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ? ?
Occasionally exposed to extreme cold, extreme heat, humidity, wet, noise, hazards and vibration in the working environment.
We maintain a drug-free workplace. Candidates will be required to pass a pre-employment background investigation and drug test as a condition of employment.
RES is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.
#LI-Onsite
Skills Required
- High school diploma or GED
- Some college education
- 1-3 years of office experience
- Valid driver's license and ability to safely operate a vehicle
- Knowledge of Microsoft Office, including Excel, Word, and Outlook
- Strong communication, relationship-building, multitasking, prioritization, organization, and attention to detail
- Ability to work independently and in groups
- Knowledge of office procedures, research, recordkeeping, document tracking, and timekeeping
- Knowledge of hiring forms and I-9 completion
- Ability to pass a pre-employment background investigation and drug test
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The Company
What We Do
RES is the world’s largest independent renewable energy company, working across 24 countries and active in wind, solar, energy storage, green hydrogen, transmission, and distribution. An industry innovator for over 40 years, RES has delivered more than 27 GW of renewable energy projects across the globe and plans to bring more than 22 GW of new capacity online in the next five years. As a service provider, RES has the skills and experience in asset management, operations and maintenance (O&M), and spare parts – supporting 41GW of renewable assets across 1,300 sites. RES brings to the market a range of purposeful, practical technology-based products and digital solutions designed to maximise investment and deployment of renewable energy. RES is the power behind a clean energy future where everyone has access to affordable zero carbon energy bringing together global experience, passion, and the innovation of its 4,500 people to transform the way energy is generated, stored and supplied.
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