About the role
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