Administrative Assistant

Administrative Assistant

The Administrative Assistant at Quanta Aviation Services (QAS) provides broad administrative support to office operations, serving as a key resource for the QAS safety and training team and cross-divisional stakeholders across Quanta Services. This role manages daily tasks including scheduling, correspondence, record-keeping, and LMS administration, while building trusted relationships with team members and delivering responsive, professional service to internal and external contacts. The ideal candidate is highly organized, collaborative, and committed to maintaining accurate records and supporting seamless communication throughout the organization.

Key Responsibilities:

1. General Administrative Support

a. Handle day-to-day office tasks including answering phones, managing correspondence, ordering supplies, scheduling meetings, taking meeting minutes, coordinating travel arrangements, and maintaining filing systems and records with accuracy and discretion.

2. Communication & Stakeholder Coordination

a. Serve as the primary point of contact for internal and external inquiries; draft, review, and organize written correspondence to support timely communication between executives, staff, and outside parties across Quanta Services.

3. Records & Document Management

a. Maintain organized filing systems for training records, personnel documents, and operational files; prepare, edit, and distribute reports, presentations, and other materials as needed to support office and program operations.

4. Cross-Divisional Liaison

a. Act as a point of coordination between QAS and operating companies across Quanta Services for training-related scheduling, communications, and follow-up; assist with logistics for in-person and remote training events as needed.

5. Safety Administrative Support

a. Provide administrative support for QAS safety functions, including coordinating safety training schedules and maintaining completion records, supporting contractor and vendor safety prequalification processes, assisting with incident and accident reporting and tracking, recording and distributing meeting minutes for safety meetings, and maintaining safety dashboards and reporting tools to ensure accurate, up-to-date information for the safety team.

6. Learning Management System (LMS) Administration

a. Serve as the primary administrator for the Learning Management System (LMS), including inputting and updating course content, creating and editing training assignments, and tracking and maintaining accurate training rosters and completion records across Quanta Services operating companies.

Qualifications:

• Experience: 2+ years in an administrative or office support role; experience supporting training programs or coordinating across multiple departments or business units is a plus.
• Software Proficiency: Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• LMS Administration: Experience with Learning Management Systems (LMS), including data entry, course creation and editing, and training roster tracking; ability to maintain accurate records across multiple user groups or locations.
• Detail Orientation: Strong accuracy in data entry and record-keeping; ability to manage multiple priorities and maintain well-organized files and documentation.
• Communication: Excellent interpersonal and written communication skills; ability to work effectively with staff, management, and contacts across multiple Quanta Services operating companies with a high degree of professionalism and confidentiality.
• Organizational Skills: Exceptional ability to multitask, prioritize, and remain adaptable in a fast-paced, high-demand environment.

Preferred Attributes:

• Experience supporting multiple leaders at once.
• Should be highly organized, resourceful, and proactive.
• Strong problem-solving skills with the ability to pivot quickly.
• Comfortable in an environment where priorities shift rapidly and flexibility is essential.
• A collaborative, team-oriented approach with a positive, professional attitude.
• Builds trust and effectively collaborates with team members across all levels of the organization.
• Well-developed customer service abilities, including clear communication and responsiveness to internal and external stakeholders.

Physical Demands:

• While performing the duties of this job, the employee is regularly required to talk or hear. Specific vision abilities required by this job include close vision and the ability to adjust focus.
• The employee is required to perform continued periods of work at a computer and use a computer screen and be able to occasionally lift up to 50 pounds of weight throughout the assigned workday.

Position Type/Expected Hours of Work:

• This is a full-time position. Typical days and hours of work are Monday through Friday, 8:00 a.m. to 5:00 p.m. Occasional overtime may be required.
• This position requires access by phone and or email during normal and extended hours.

Other Duties: This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Compensation Range: The anticipated compensation for this position is USD $20.00/Hr. - USD $25.00/Hr. depending on experience and qualifications.

Equal Opportunity Employer: All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law. We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company's Human Resources department.