Administrative Assistant

Apex Power Co. Project Administrative Assistant

The APEX Power Co. Project in Hubbard, TX, currently under Phase 1 construction, is expected to expand to 1.6 GW. It features a diverse mix of generation technologies, including Siemens SGT-800/400 simple cycle turbines, MAN/Everllence 18V51/60G gas reciprocating engines, GE LM6000/LM2500 simple cycle turbines, Pratt & Whitney FT8 simple cycle turbines, and a Battery Energy Storage System (BESS), enabling flexible, reliable power output. Future expansion may include additional GE aero and large frame units (6B, 7FA/7FB/7H) in simple or combined cycle configurations, allowing the plant to efficiently meet varying energy demands while supporting data center grid reliability.

The Administrative Assistant at the APEX Power Co. Project will provide essential support to the plant and Administrative Manager, ensuring accurate recordkeeping, smooth coordination with vendors and HR, and reliable administrative processes that uphold safety and regulatory compliance. This role manages plant documentation, supports accounting and procurement activities, and assists with human resources, training, and operational logistics to enable efficient plant operations. The position offers a dynamic opportunity to contribute to a major power generation project, supporting a multi-technology facility while gaining broad exposure to plant administration and operations.

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

• Provide administrative and operational support to the plant and Administrative Manager, ensuring accurate recordkeeping, smooth vendor and HR coordination, and reliable processes that support safe and compliant plant operations.
• Maintain accurate electronic and paper records, including vendor accounts, insurance certificates, purchase orders, operational files, and version-controlled plant documentation to support audits, inspections, and regulatory compliance.
• Enter and track invoices in accounting and CMMS systems (e.g., Maximo), support accounts payable processes, follow up on pending approvals, and assist with monthly purchasing and budget variance reporting.
• Assist with procurement activities, including expediting orders, coordinating with supply vendors, resolving shipment or invoice discrepancies, and supporting purchase requisition and purchase order processing.
• Serve as a point of contact for fuel vendors and service providers, coordinating communication and resolving inquiries under the direction of the Administrative Manager.
• Assist with human resources and safety training administration, including new hire documentation, training tracking, quarterly drug screenings, and maintaining personnel and FFD records.
• Support regulatory and compliance efforts by maintaining documentation, tracking permits and deadlines, and assisting the Administrative Manager with preparation of required reports.
• Support operational logistics, including outage planning coordination, shift schedule administration, inventory tracking, and vendor coordination.
• Provide administrative support for plant operations, including safety meeting setup, outage assistance, meeting documentation, and recording safety incidents or audit findings.
• Prepare and distribute correspondence, reports, and documentation to vendors, internal teams, and plant leadership as directed.
• Maintain office supplies, manage distribution, and ensure the security and organization of administrative office records; coordinate visitor access and contractor badging per plant safety and security procedures.
• Perform additional administrative, accounts payable, HR support, operational support, or employee event coordination tasks as assigned by the Administrative Manager.

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. Employees must also adhere to all safety warnings and posted signs while on company property. Additionally, they are required to follow all NAES safety rules and procedures. Adherence to these safety responsibilities is one of the key factors in the evaluation of each employee's performance.

The Administrative Assistant reports to the Administrative Manager and may take general direction from plant management. Additionally coordinates with all plant personnel relative to the accounting, human resources, and administrative processes.

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, including both hot and cold temperatures. Please note that smoking restrictions apply in and around the facility.

All employees will participate in the Fitness for Duty Program. This program includes a post-offer/pre-employment drug screening and audiogram, as well as post-employment random drug screening.

The Administrative Assistant works a standard Monday to Friday day shift schedule, ensuring consistent plant operation and support during regular business hours. This position will also occasionally necessitate extended working hours and flexible shifts as needed, including weekends and holidays, in response to schedules, workload demands, and plant conditions. Periodic callouts or "On call" status may also be required.

Some travel may be involved to participate in Manager, Owner, or other offsite meetings.

This position offers a base pay rate ranging from $ to $ per hour, along with an annual performance bonus.

We are seeking a detail-oriented Administrative Assistant with relevant administrative experience and a strong understanding of office operations, including support for fitness for duty programs, workers' compensation, human resources, general accounting, and payroll functions.

• Ability to understand procedures and instructions related to assigned responsibilities, typically gained through successful completion of high school or equivalent education. An Associate or Bachelor's degree in business administration, human resources, or a related field is a plus. Relevant industry or military experience may be considered in lieu of education.
• Experience supporting administrative functions in a fast-paced operational or industrial environment, preferably within power generation or energy facilities, with the ability to manage multiple tasks and support plant administrators effectively.
• Experience assisting with HR and training administrative processes, including onboarding, training tracking, and maintaining personnel and Fitness-for-Duty (FFD) records.
• Familiarity with managing vendor communications, processing and verifying invoices, supporting accounts payable processes, and assisting with procurement activities such as tracking orders, expediting shipments, and resolving vendor discrepancies.
• Working knowledge of operational and administrative software systems, such as CMMS, ERP platforms, or other data management tools, for recordkeeping, reporting, and operational logistics support.
• Strong attention to detail with the ability to maintain accurate records related to fuel deliveries, vendor transactions, operational data, and compliance or regulatory documentation.
• Knowledge of maintaining regulatory and compliance-related documentation, permits, and operational records to support audits and inspections.
• Clear and professional verbal and written communication skills to serve as a primary point of contact for vendors, transportation providers, and internal teams.
• Awareness of safety procedures and the ability to support safety-related administrative tasks, including outage coordination, shift schedule support, and inventory tracking.
• Must possess a valid, unrestricted U.S. driver's license and ensure it remains in good standing at all times.

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.