Administrative Assistant II

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