Administrative Assistant 3

Administrative Assistant 3

Location: San Antonio, TX Duration: 12-month contract Pay Rate: $25.06/hr on w2

Position Summary: The Administrative Assistant 3 provides comprehensive administrative, logistical, and coordination support to the Project Manager for the Spruce Natural Gas Conversion Project. This position ensures effective daily project workflow by managing communications, coordinating meetings, supporting stakeholder engagement, maintaining project documentation, and facilitating logistical requirements. The Administrative Assistant 3 serves as a central administrative resource supporting engineering teams, contractors, consultants, plant personnel, leadership, and cross-functional project groups. The role is responsible for maintaining organized communication channels, accurate documentation, timely follow-up, and efficient coordination throughout all phases of the conversion project, including engineering activities, construction proposal development, planning, site visits, stakeholder reviews, and ongoing project execution activities.

Essential Duties & Responsibilities:

• Provide administrative and coordination support to the Project Manager to ensure efficient execution of project activities.
• Plan, organize, and document project meetings, including weekly status meetings, technical reviews, contractor coordination meetings, risk discussions, site-visit briefings, and cross-functional alignment sessions.
• Prepare meeting agendas, coordinate attendance, capture meeting discussions, and distribute meeting notes, decisions, and action-item follow-up lists.
• Coordinate internal and external meeting logistics, including conference room scheduling, Client Teams setup, calendar invitations, and audio/video readiness.
• Arrange meals, hospitality services, and logistical support for onsite meetings, extended work sessions, and visiting contractor or consultant teams.
• Support planning and execution of field activities, including site visits, walkdowns, inspections, and testing activities.
• Prepare site-visit documentation, including visitor access lists, orientation materials, required forms, and supporting communication.
• Maintain project document repositories by organizing and managing project records, including transmittals, RFIs, specifications, reports, schedules, meeting records, and administrative documentation.
• Track and maintain contractor documentation, including transmittals, RFI logs, scope clarifications, engineering comments, and status updates.
• Ensure project documentation is properly routed, filed, maintained, and accessible according to project requirements and version-control practices.
• Prepare and maintain shared project folders, reference materials, tracking logs, and monthly project updates as directed by the Project Manager.
• Support project communications by drafting internal notices, formatting status updates, preparing leadership summaries, and distributing project information.
• Perform administrative duties including document preparation, copying, scanning, printing, assembling meeting materials, and maintaining organized electronic and physical filing systems.
• Monitor incoming project communications and emails, identify items requiring Project Manager review, follow-up, or escalation, and assist with timely coordination.
• Support project schedule coordination by gathering schedule updates, distributing revised schedules, and tracking stakeholder deadlines.
• Facilitate communication and coordination among engineering, operations, contractors, environmental, compliance, transmission, gas solutions, and consultant teams.
• Assist with administrative requirements related to plant operations, security, environmental compliance, and safety coordination.
• Support preparation and formatting of project presentations, leadership briefings, oversight committee materials, and project update documents.
• Provide organizational support to project personnel by managing reminders, coordinating logistics, and assisting with administrative activities that improve project efficiency.
• Provide backup administrative support during high-volume periods or urgent project activities.
• Perform additional project-related administrative duties as assigned.

Minimum Qualifications:

• High school diploma or GED.
• Minimum of three (3) years of administrative support experience.
• Ability to work independently while managing multiple priorities in a fast-paced project environment.
• Proficiency in Client Office applications, including: Client Word, Client Excel, Client PowerPoint, Client Outlook, Client Teams, Client SharePoint.
• Strong written and verbal communication skills.
• Excellent organizational skills with strong attention to detail, accuracy, and follow-through.
• Ability to interact professionally with all levels of personnel, including leadership, engineers, contractors, consultants, plant personnel, and external partners.
• Ability to maintain confidentiality and handle sensitive project information appropriately.

Preferred Qualifications:

• Administrative support experience within engineering, construction, project management, utility operations, or industrial environments.
• Experience supporting large capital projects, construction planning activities, outages, or industrial site coordination.
• Familiarity with project documentation processes, including RFI tracking, contractor transmittals, technical specifications, meeting action-item tracking, project reporting requirements.
• Knowledge of CPS Energy processes, systems, workflows, and terminology.
• Ability to understand and interpret basic project documentation, including schedules, site maps, meeting agendas, contractor correspondence, and project reports.