Job Title: Administrative Assistant II

Compensation: $25.00–$30.00/hr

Location: 190 Thornhill Road, Warrendale, PA 15806

Schedule: Monday–Friday, 40 hours per week

Scope

The Administrative Assistant provides administrative, office management, facilities, fleet, and onboarding support for Appalachia Operations new hires. This role serves as a key point of contact for employees, vendors, and corporate support groups to ensure efficient day-to-day office operations across multiple locations.

Key Responsibilities

Administrative & Operational Support

• Coordinate meetings, events, and team activities, including room scheduling, catering, and meal arrangements.
• Maintain email distribution lists, departmental records, SharePoint sites, and shared drive documentation.
• Prepare and distribute permits, reports, binders, presentations, and other operational materials.
• Provide general administrative support to operations leadership and field personnel.

Office & Facilities Management

• Serve as the primary liaison for facility-related services, including coordination with C&W Services.
• Manage office access requests, badge administration, and controlled-area access.
• Maintain office key inventories and coordinate workspace setup for new employees.
• Ensure offices, breakrooms, and common areas are properly stocked and operational.

Purchasing, Utilities & Vendor Coordination

• Process utility payments and manage related records for assigned facilities.
• Perform Purchasing Card (P-Card) stewardship, reconciliation, and documentation.
• Coordinate with vendors, service providers, and internal departments to resolve administrative and facility-related issues.
• Manage office supply, coffee, snack, and consumable inventories.

Fleet & Asset Coordination

• Act as liaison with the Fleet Department regarding vehicle assignments, maintenance, inspections, and availability.
• Track vehicle compliance requirements and maintain fleet-related records.
• Manage spare vehicle keys and other assigned company assets.

Employee Onboarding Support

• Assist with onboarding activities, including office access, badges, workspace preparation, and employee orientation support.
• Coordinate administrative onboarding requirements with operations leadership and support functions.

Qualifications

Required

• High school diploma or equivalent.
• 3+ years of administrative, office management, or related experience.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams).
• Strong organizational, communication, and multitasking skills.
• Ability to handle confidential information with professionalism and discretion.

Preferred

• Experience supporting operations, industrial, energy, or field-based organizations.
• Experience with P-Card administration, vendor coordination, or fleet support.
• Familiarity with SharePoint and document management systems.

Core Competencies

• Organization & Planning
• Attention to Detail
• Customer Service
• Communication
• Problem Solving
• Accountability
• Time Management
• Ability to Manage Multiple Priorities