Office Administrator

Office Administrator

The Commonwealth Chesapeake Peaker facility, located in New Church, VA, just 3/4 mile south of the Maryland border, plays a key role in the region's energy infrastructure. Built in 2000, the plant houses seven LM 6000 turbines with a total generating capacity of 315 MW at nominal load. Its strategic location ensures efficient and reliable energy production, helping meet regional power demand and supporting grid stability.

The Office Administrator at the Commonwealth Chesapeake facility is responsible for administering Human Resources procedures and benefits, file maintenance including employee, safety, and environmental reports and files, the timely completion of payroll, and the overall administrative functions of the facility. Establishes, implements, and enforces office policies and procedures. Performs tasks which require advanced skills in organization and planning, and will have an overall knowledge of plant, Owner and NAES corporate departments.

Your scope of responsibility as Office Administrator will include the following primary functions:

• Manage and maintain site policies and procedures, ensuring revisions reflect plant operations, safety requirements, and regulatory obligations.
• Maintain accurate and auditable employee training, certification, and safety records to support plant operations and OSHA compliance.
• Safeguard plant records, technical documentation, and office supplies; coordinate procurement activities and timely receipt of administrative and operations-support items.
• Maintain administrative reporting and document control processes, including record retention, archiving, and preparation of documentation for audits and inspections.
• Provide administrative support to the Plant Manager and Operations and Maintenance leadership, including scheduling activities, coordinating meetings, outages, and employee functions, and processing expense reports.
• Track and reconcile fuel, reagent, and other bulk material inventories, including associated documentation and accounting support, and assist with identifying monthly Operations and Maintenance cost variances.
• Support site leadership by coordinating documentation and logistics for internal and external audits, regulatory inspections, and compliance reviews.

• Record and reconcile invoices, purchase orders, and applicable sales tax documentation in accordance with corporate policies, and maintain accurate vendor records, including tax information, insurance certificates, and contractual documentation.
• Use the Computerized Maintenance Management System (CMMS) to generate purchase orders and track procurement, inventory, and supporting documentation.
• Review and match receiving documentation with purchase orders and invoices to ensure accuracy and coordinate vendor payment requests to support timely processing.
• Keep vendor W-9 files, prepare 1099s, and ensure vendor insurance certificates and records are current.
• Assist with monthly financial tracking, including identifying cost variances and supporting financial reporting, expense processing, and reimbursements.
• Support internal and external audits by organizing and providing requested procurement, financial, and administrative documentation.

• Coordinate site-level human resources administrative activities and serve as the primary liaison with the NAES Corporate Human Resources Manager.
• Process employee payroll and related reporting in accordance with corporate procedures and applicable federal and state requirements, reviewing submissions for accuracy and coordinating corrections as needed.
• Coordinate payroll-related documentation, including timesheets, labor charges, relocation expenses, and incentive or bonus payments.
• Maintain accurate and confidential employee records, including documentation related to leaves of absence, disability claims, workplace injuries, and workers' compensation.
• Support plant staffing activities, including recruitment coordination, onboarding, new employee orientation, and administrative support of the Fitness for Duty program, including scheduling, testing coordination, and record management.

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 Office Administrator reports to the Plant Manager and collaborates with plant personnel and NAES Corporate departments on 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 personnel will participate in the Fitness for Duty Program, which includes a post-offer physical examination, drug screening, and post-employment random drug screening.

The Office Administrator 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 will also be required.

The initial hourly rate of pay will range from $25.00 - $35.00 per hour, along with eligibility for an annual performance bonus.

We are seeking a candidate with administrative experience and a strong background in office management, including worker fitness for duty administration, worker compensation, human resources, general accounting, and payroll.

• Ability to understand procedures and instructions related to the assigned area, 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.
• Comprehensive knowledge and hands-on expertise in HR programs and benefits administration, coupled with experience in payroll processing, and ensuring compliance with regulatory standards and corporate policies.
• Exceptional dedication to detail, guaranteeing meticulous accuracy in record-keeping across a variety of tasks and responsibilities.
• Proven ability to convey complex ideas clearly and effectively, facilitating seamless interaction with employees, vendors, and upper management.
• Proactive approach to organization, adept at juggling and prioritizing multiple tasks with a focus on efficiency and productivity.
• Skilled in a wide array of administrative tasks, including the management of policies, regulatory procedures, and event planning. Adept at ensuring the seamless flow of operations within the organizational framework.

• 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.