Administrative Assistant: III

Job Description

Job Description

Job Overview: 
Nexiya is seeking a customer service-oriented Administrative Assistant III with a background in construction, utilities, or administrative operations support. This position supports the administrative functions that keep Gas Distribution field operations running efficiently, with a focus on timekeeping, payroll and attendance support, ARCOS administration, vacation and leave tracking, records management, reporting, and general district coordination.

The ideal candidate is highly organized, detail-oriented, proactive, and able to manage multiple time-sensitive tasks in a fast-paced field-operations environment. The successful candidate will work closely with employees, supervisors, management, and administrative partners across districts to resolve discrepancies, maintain accurate operational records, and ensure processes and deadlines are met. This is an onsite contract position supporting a major utility client in its Escondido office. 

Nexiya is an award-winning Women’s Business Enterprise (WBE) that embraces diversity and inclusion in all aspects of business, along with the core values of honesty, integrity, loyalty, and commitment. Join Nexiya today to become part of an elite team of experts in the utility industry. 

Provide day-to-day administrative support for Gas Distribution district operations, including:

• Timekeeping, Payroll, and Attendance: Review, validate, and process timekeeping and attendance information accurately and in a timely manner. Support payroll-related activities and resolve discrepancies by coordinating with employees, supervisors, and administrative partners.
• ARCOS Administration: Maintain ARCOS information and support overtime, prearrange, and related scheduling records to ensure information remains accurate and current.
• Vacation and Leave Tracking: Track employee vacation, leave, and related absences, maintaining accurate records and coordinating updates with supervisors and district administrative staff.
• DVIR and Records Management: Maintain Driver Vehicle Inspection Report (DVIR) documentation and other required operational records. Ensure documents are complete, accurate, properly retained, and readily accessible as needed.
• As-Built Processing: Process and track as-built documentation in SAP and Procore, as applicable, and coordinate with relevant teams to support timely completion and accurate recordkeeping.
• Permit Support: Assist with permit workflows, documentation, tracking, and follow-up to help ensure requirements and deadlines are met.
• Reporting and Data Management: Prepare operational reports, maintain tracking documents and databases, validate entries, and ensure information is accurate, complete, and up to date.
• SAP and Administrative Systems: Enter and update service orders and other required information in SAP and applicable systems. Learn and maintain proficiency in relevant utility and administrative software.
• Supply Ordering: Coordinate supply requests and ordering to support daily district and field-operations needs.
• General Administrative Support: Provide daily administrative and clerical support to district staff, including answering customer calls and providing backup support as needed.
• Project and Operational Coordination: Gather and maintain project information, schedules, assignments, tasks, and meeting calendars.
• Communication and Follow-Up: Work directly with employees, supervisors, management, and other district administrative staff to resolve issues, clarify information, and keep operational processes moving efficiently.
• Meetings and Documentation: Attend staff meetings as needed, document action items, and follow up on outstanding tasks.
• Deadlines and Priorities: Manage multiple administrative responsibilities, prioritize time-sensitive requests, and ensure accurate and timely completion of assigned work.
• Perform other duties as assigned. 

Education/Experience Requirements: 

• High school diploma or equivalent required.
• A minimum of two years of experience in an administrative support, project support, or related role is preferred, particularly within the construction, utility, or similar industries.
• Relevant experience with timekeeping, payroll and attendance support, records management, or operations administration is strongly preferred.
• Ability to quickly learn and develop a strong working knowledge of utility-specific software applications and administrative processes.
• Strong computer skills, including intermediate proficiency in Microsoft Office applications such as Excel, Word, and Outlook.
• Experience with SAP, Procore, ARCOS, or similar operational systems is beneficial.
• Strong organizational skills, attention to detail, and the ability to manage multiple priorities while meeting strict deadlines.
• Excellent customer service, communication, writing, and follow-up skills.
• Ability to work collaboratively with employees, supervisors, management, and administrative partners across multiple districts.
• Ability to handle confidential employee and payroll-related information professionally and appropriately.
• Must be able to successfully pass the background screening process.
• The candidate must be eligible to work in the U.S.
• The candidate must be able to commute to the office location. 

Benefits: 

Nexiya provides a comprehensive total benefit package that extends beyond the basic salary offering. Company benefits include:  

• Health insurance 
• Dental insurance 
• Vision insurance 
• 401K and Match  
• Vacation 
• Sick Leave 
• Phone & Internet Reimbursement  

Pay Range: 

Min: $ 23 / hour
Max: $ 27 / hour 

Nexiya is dedicated to maintaining equitable and competitive compensation for our employees. Initial salary offerings may differ, taking into consideration factors such as pertinent experience, qualifications, and educational background. 

Nexiya, Inc. proudly provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. 

Nexiya is an award-winning Women’s Business Enterprise (WBE) that embraces diversity and inclusion in all aspects of business along with the core values of honesty, integrity, loyalty and commitment. Our values attract and maintain high-quality talent in order to create long-lasting relationship between our clients and employees. Join Nexiya today to become part of an elite team of experts in the utility industry.

Company Description

Nexiya is an award-winning Women’s Business Enterprise (WBE) that embraces diversity and inclusion in all aspects of business along with the core values of honesty, integrity, loyalty and commitment. Our values attract and maintain high-quality talent in order to create long-lasting relationship between our clients and employees. Join Nexiya today to become part of an elite team of experts in the utility industry.