Office Administrator

Who We Are:

GMB Power Line Services is a family-owned, West Virginia utility contractor. Our IBEW crews deploy rapidly from regional hubs—spanning the Gulf Coast, Northeast, Midwest, and beyond—to restore and maintain power infrastructure with uncompromising safety and quality. Committed to operational excellence, we’re growing our fleet and workforce while prioritizing a safer, more reliable energy grid. Join our tight-knit, union-proud team and help power progress in every community we serve.

Position Summary:

The Office Administrator supports the Executive Leadership Team and ensures smooth daily operations at the company’s main on-site office. Responsibilities include scheduling and coordinating meetings, travel, and communications for executives. This position is also responsible for managing office expenses, supplies, and vendor relations, as well as organizing company events and maintaining a clean and well-stocked office environment.

The role also involves overseeing records retention, preparing and editing documents, and safeguarding confidential information. Additional duties include general administrative tasks such as handling mail, operating office equipment, and providing cross-departmental support as needed.

Key duties and responsibilities:

Executive Support

• Organize and manage appointments, meetings, and travel for the Executive Leadership Team, ensuring time is well prioritized.
• Book travel arrangements, including flights, accommodations, and transportation, and provide the Executive Leadership Team with detailed itineraries.
• Serve as the main point of contact for emails, phone calls, and inquiries, routing them appropriately and ensuring timely responses.

Office Administration

• Track and report office expenses and maintain accurate records of costs.
• Handle communication with external vendors and contractors.
• Assist with organizing company events, such as holiday parties or team-building activities.
• Organize logistics, supplies, and catering for office events, client meetings, and team gatherings.
• Order and manage office supplies, ensuring the office remains fully stocked and well equipped.
• Assist in maintaining a clean and organized office environment by ensuring common areas, workspaces, and meeting rooms are tidy, supplies are properly stored, and office equipment is regularly cleaned and maintained.

Records Retention

• Maintain physical and digital filing systems, ensuring documents are organized, easily accessible, and updated.
• Assist in preparing and editing business documents, reports, and presentations, ensuring accuracy and timely completion.
• Take notes during meetings, summarize key points, and follow up on action items.
• Handle sensitive company information and ensure confidentiality with various types of documentation and communication.
• Serves as records custodian designee to ensure accurate and organized record keeping.

General Administrative Support

• Perform general office tasks such as photocopying, scanning, faxing, and maintaining office equipment.
• Manages incoming mail, packages, and shipments.
• Provide administrative assistance to other departments when needed, helping with various tasks to keep operations running smoothly.
• Other duties as assigned.

Other:

• Perform other duties as assigned to support departmental and organizational goals, including tasks outside of the primary job function as operational needs evolve.

Qualifications

Required:

• High School Diploma or Equivalent Required.
• Minimum of 1+ year in an administrative support role.

Preferred:

• AA or Trade certification or work experience equivalent
• Two+ years in an administrative support role. Experience in executive support or office management is a plus.

Technical Skills & Competencies

• Strong organizational and multi-tasking skills with the ability to prioritize and manage time effectively.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• High proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Teams) required. Must be advanced user of Microsoft Word, Outlook and Teams.
• Basic knowledge of project management tools and office equipment maintenance.
• Ability to learn and adapt to new technologies and systems.

Job Type: Full-Time, Hourly (Non – Exempt) Overtime Eligible

Benefits:

• Paid Time Off
• Paid Holidays
• Health Insurance Options
• Voluntary Benefit Options
• 401(k) Plans

Physical & Travel Requirements:

Candidates must be able to sit for extended periods, work at a computer, communicate effectively, and occasionally stand, walk uneven terrain, climb stairs, and wear required PPE (hard hat, safety glasses, high-visibility vest, composite-toe boots). Ability to lift up to 25 pounds occasionally is required.

Storm Duty & Operational Support Requirement

As a company supporting critical infrastructure and emergency response operations, all employees share a responsibility to support storm restoration and emergency response efforts when activated. Storm duty may require extended hours, travel to affected areas, and temporary reassignment of duties to meet operational needs. While on storm duty, employees may be required to assist in functions outside of their regular role or department to support restoration, logistics, safety, or administrative efforts. Flexibility, teamwork, and a willingness to respond where needed are essential components of employment.

Schedule:

• Varies Due to Nature of Industry (M-F)
• Weekend Hours as required

GMB Powerline Services, LLC is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or protected veteran status.