Administrative Coordinator

Administrative Coordinator / Operations Support Specialist

We are seeking a highly organized and detail-oriented Administrative Coordinator / Operations Support Specialist to support daily operational and administrative functions within a fast-paced industrial operations environment. This role will primarily be office-based and will focus on tracking operational data, processing invoices, maintaining records, and supporting maintenance planning activities. The ideal candidate will have strong administrative experience, excellent organizational skills, and the ability to manage multiple priorities while maintaining accuracy and efficiency.

Key Responsibilities

• Manage and maintain coal inventory tracking and reporting processes to ensure accurate operational records.
• Process and monitor contractor time invoices, labor accrual documentation, and related administrative records.
• Review, track, and process rental equipment invoices for accuracy and timely submission.
• Print, organize, and distribute Preventive Maintenance (PM) work orders to support maintenance operations.
• Track action items from meetings and operational reviews, ensuring timely follow-up and documentation.
• Record and maintain meeting minutes, documenting key decisions, updates, and next steps.
• Assist with records management, document filing, and maintaining organized operational files for compliance and audit purposes.
• Support management with administrative coordination and reporting activities as needed.
• Ensure accurate documentation and communication between operational teams and contractors.

Qualifications

• Minimum 5+ years of administrative, operations support, or coordinator experience.
• Strong experience with invoice processing, record management, tracking systems, and administrative reporting.
• Excellent organizational skills with strong attention to detail and accuracy.
• Ability to manage multiple priorities in a deadline-driven environment.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and general office systems.
• Experience supporting industrial, manufacturing, plant, utility, or operations environments is preferred.

Work Environment

• Primarily an office-based position supporting plant operations.
• Minimal physical activity required; occasional handling and movement of file boxes for records storage may be necessary.
• No machinery operation required.
• No driving responsibilities required.
• No ladder climbing required.
• No hazardous work conditions associated with primary job duties.