Office Administrative Supervisor

Office Administrative Supervisor

The Sterling Power Plant is a 62 MW natural gas-fired facility configured as an efficient 1+1 combined cycle cogeneration block, supplying both electricity and thermal energy. Located in central New York near Utica and Syracuse, it benefits from a stable transmission network and access to reliable gas infrastructure. Its strategic positioning and cogeneration capability support consistent, flexible operation within the regional energy market.

The Batavia, Massena, Hillburn, and Shoemaker Power Plants are a diverse fleet of natural gas and multi-fuel facilities supporting grid reliability through combined cycle and simple cycle operations.

The Administrative Supervisor at Sterling Power Plant serves as a key multi-site resource, supporting administrative, accounting, and human resources functions across several NAES-operated facilities, including Batavia, Massena, Hillburn, and Shoemaker. This role ensures consistent, efficient processes and compliance across a diverse fleet of natural gas and multi-fuel plants, while providing critical coordination between plant leadership and corporate support teams. It offers the opportunity to support reliable power and cogeneration operations in New York by driving organization, financial accuracy, and workforce effectiveness across multiple locations.

Your scope of responsibility as Administrative Supervisor includes the following primary functions:

Administrative

• Oversee daily administrative functions for Sterling and provide coordinated support to Batavia, Massena, Hillburn, and Shoemaker, ensuring compliance with NAES policies and site procedures.
• Maintain and manage plant records across all facilities, including training, safety, operational, and environmental compliance documentation.
• Coordinate procurement and distribution of office and administrative supplies across sites, ensuring cost efficiency and availability.
• Standardize administrative processes (filing, reporting, recordkeeping) to drive consistency and efficiency across the fleet.
• Support Plant Managers with reporting, outage coordination, meeting logistics, and administrative organization.
• Assist with O&M cost tracking, monthly variance reporting, and coordination of audits, inspections, and regulatory reviews.
• Coordinate employee events and process expense reports in accordance with company policies.

Accounting

• Process and reconcile invoices, purchase orders, and taxes across multiple facilities in accordance with corporate procedures.
• Manage procurement activities through CMMS, including purchase order creation, tracking, and cost allocation by site.
• Ensure accuracy of financial transactions by matching receiving documents, invoices, and purchase orders.
• Support vendor management, including payments, records (W-9s, insurance), and contractor coordination.
• Assist with financial reporting, including tracking and analyzing O&M cost variances across the fleet.
• Review and process employee expense reports and support audit preparation through organized documentation.

Human Resources

• Administer HR programs and serve as liaison to Corporate HR for all supported facilities.
• Process and review multi-site payroll, ensuring accurate labor allocation, overtime tracking, and timely corrections.
• Coordinate payroll-related activities including timesheets, labor charges, outage support, and compensation adjustments.
• Maintain employee records, including leave, disability, and workers' compensation across all sites.
• Support recruitment, onboarding, and workforce planning for specialized plant roles.
• Administer and manage Fitness for Duty (FFD) programs, including scheduling, testing, and compliance reporting.
• Oversee benefits administration and ensure compliance with corporate HR policies.

Additional human resources, administrative, and accounting functions as assigned by Plant Manager, including occasional travel to support Batavia, Massena, Hillburn, and Shoemaker Power Plants.

NAES Safe

Safety is a core value at NAES, and as a condition of employment, all employees are expected to remain mentally alert and work safely at all times. All NAES managers and supervisors have a direct and important role in ensuring that all work is performed in a healthy and safe manner. Effectiveness in carrying out this responsibility is part of the evaluation of each Supervisor's performance.

Working Relationships

The Administrative Supervisor reports to the Plant Manager. Additionally, the Administrative Supervisor coordinates with all plant personnel relative to the accounting, Human Resources, and administrative processes.

Physical Requirements and Working Conditions

Work is primarily performed in an office environment. However, as the facility is a power plant, there may be occasions that require standing for extended periods of time, climbing stairs and ladders, and wearing protective equipment (such as hard hats, safety glasses, and hearing protection). On-site conditions may also necessitate work outdoors in varying weather conditions, including both hot and cold temperatures. Please note that smoking restrictions apply in and around the facility.

Fitness for Duty

All personnel will participate in the Fitness for Duty Program, which includes a post-offer drug screening, and post-employment random drug screening.

Work Schedule

The Administrative Supervisor works a standard Monday to Friday day shift schedule, ensuring consistent plant operation and support during regular business hours. This position will occasionally necessitate extended working hours and flexible shifts as needed, including weekends and holidays, in response to schedules, workload demands, and plant conditions.

Some travel will be involved to support power plant fleet, participate in Manager, Owner, User Group, or other offsite meetings.

Compensation

This position offers an annual base salary ranging from $81,500 to $87,500 and includes eligibility for an annual performance bonus.

Professional Expertise & Qualifications

We are seeking an experienced Administrative Supervisor with a strong background in office administration, payroll, general accounting, human resources, and Fitness for Duty and Workers' Compensation programs. The ideal candidate excels at coordinating daily administrative functions, supporting compliance efforts, and maintaining accurate records in a fast-paced plant environment.

• High school diploma required; ability to understand and apply procedures and instructions relevant to administrative assignments. Associate or bachelor's degree in business administration, human resources, or a related field is preferred.
• Prior supervisory or team leadership experience in administrative, HR, or office operations, preferably in an industrial, energy, or utility environment.
• Demonstrated experience with payroll processing, benefits administration, and Fitness for Duty (FFD) program coordination.
• Solid understanding of general accounting practices, including invoice processing, account reconciliation, and support for financial reporting and O&M cost tracking.
• Experience managing procurement activities, including purchase orders, vendor coordination, and invoice tracking in a plant or operations setting.
• Proficiency with administrative and operational systems such as CMMS or equivalent software for tracking work orders, procurement, and compliance activities.
• Familiarity with HR policies, regulatory compliance, and audit support, with strong attention to documentation accuracy and recordkeeping.
• Experience supporting multiple teams or locations, with the ability to coordinate and prioritize work across a fleet or distributed environment.
• Excellent organizational skills with the ability to manage competing priorities in a fast-paced, operations-driven environment.
• Effective verbal and written communication skills, with the ability to interact professionally with plant personnel, vendors, corporate teams, and leadership.
• Must possess a valid, unrestricted U.S. driver's license and ensure it remains in good standing at all times.

About NAES

NAES Corporation is a leading provider of operations, maintenance, and engineering services for energy facilities. We have built a reputation as a reliable partner for clients in North America and internationally, offering services across the power generation, oil and gas, and renewable energy sectors. Our growing family of companies allows us to address the entire life cycle of power generation and other industrial plants.

NAES is committed to fostering a diverse and inclusive workplace. We prioritize selecting employees based on merit and competence, seeking individuals of the highest quality, without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, military status, or affiliation protected under USERRA, or any other form of discrimination prohibited by applicable local, state, and federal law.