Administrative Assistant

About Us

Quanta Power Solutions brings together the industry-leading capabilities and resources of Quanta's operating companies to deliver complete EPC solutions. Our integrated approach spans power generation, battery energy storage, renewables, transmission, substation, and underground infrastructure — from concept to commissioning, we execute complex power infrastructure projects with the speed, certainty, and operational excellence our customers depend on.

At Quanta Power Solutions, we are driven by a culture of safety, integrity, and disciplined execution — and we're building a team that shares that commitment.

About this Role

Quanta Power Solutions is seeking a highly organized and proactive Administrative Assistant to provide administrative and operational support to business leaders and departmental teams. This position plays a critical role in supporting day-to-day operations by coordinating schedules, facilitating communication, managing administrative processes, and supporting fleet and facilities activities to ensure business operations run efficiently.

What You'll Do

Administrative Support

• Provide administrative support to department leadership, including calendar management, scheduling, and meeting coordination.
• Organize internal meetings, including agendas, presentations, meeting materials, and action item tracking.
• Coordinate department meetings, training sessions, workshops, special events, and travel arrangements.
• Maintain departmental records, files, and documentation while ensuring accuracy and confidentiality.

Fleet Administration

• Support company fleet operations by maintaining vehicle records, registrations, titles, insurance documentation, and fleet-related databases.
• Coordinate vehicle assignments, maintenance schedules, repairs, inspections, fuel card administration, and vendor communications.
• Monitor fleet compliance requirements and assist with reporting, recordkeeping, and asset tracking.
• Support drivers and managers with fleet-related requests and administrative needs.

Facilities Administration

• Assist with facilities coordination, including office maintenance requests, vendor scheduling, workspace organization, and office services.
• Coordinate facility-related purchases, supplies, equipment, and administrative support activities.
• Maintain facility records, service agreements, and documentation associated with office operations.
• Support office moves, workspace planning, and facility improvement initiatives as needed.

Timekeeping & Workforce Support

• Monitor timesheet submissions, send reminders, and assist leaders with compliance and reporting.
• Support workforce planning efforts by tracking personnel data, organizational changes, and departmental resources.

Expense & Procurement Administration

• Process expense reports and assist with purchasing activities, including requisitions, office equipment, fleet-related supplies, and departmental materials.
• Coordinate office resources such as software licenses, subscriptions, and business materials.

Reporting & Documentation

• Prepare reports, presentations, spreadsheets, correspondence, and departmental summaries.
• Maintain metrics, dashboards, fleet reports, and facilities records.
• Manage electronic filing systems and document repositories.
• Support leadership reporting needs and assist with data collection for business initiatives.
• Handle confidential and sensitive information with a high level of discretion and professionalism.

Technology & Process Support

• Utilize Microsoft Office, Teams, and SharePoint to manage and distribute documents and support collaboration.
• Identify opportunities for process improvements and workflow efficiencies.
• Leverage AI-enabled tools to enhance productivity, organization, and administrative effectiveness.

What You'll Bring

Education & Experience

• Associate's degree in Business Administration, Office Administration, Communications, or related field preferred (or equivalent experience).
• 5+ years of progressive administrative support experience required.
• Experience supporting managers, department leaders, or operational teams required.
• Experience with fleet administration, facilities coordination, asset management, or office operations preferred.
• Experience in engineering, construction, EPC, industrial, utility, or technical environments preferred.
• Experience with vendor coordination, purchasing processes, maintenance tracking, and administrative reporting preferred.

Software Proficiency

• Microsoft Office Suite.
• SharePoint and Adobe Acrobat.
• ERP systems (JD Edwards, Oracle, SAP, or similar).
• Expense reporting tools (e.g., Concur).
• Familiarity with AI productivity tools (Microsoft Copilot, ChatGPT, or similar).

Travel

• Minimal travel may be required for meetings, training, or special events.

Physical Requirements

• Ability to sit, stand, and work at a computer for extended periods.
• Occasionally lift up to 25 pounds.
• Manage office equipment, supplies, and materials as needed.
• Work in office and occasional project office environments.

What You'll Get

• Competitive Compensation  

• Weekly Pay  

• 401(k) Retirement Plan  

• Holiday Pay  

• Paid Time Off (PTO)  

• Comprehensive Health Coverage  

• Pet Insurance  

• Employee Assistance Program (EAP)  

• Professional Development Opportunities  

• Tuition Assistance  

• Employee Discount Program 

Equal Opportunity Employer

All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, national origin or ancestry, sex (including gender, pregnancy, sexual orientation, and/or gender identity), age, disability, genetic information, veteran status, and/or any other basis protected by applicable federal, state or local law.We are an Equal Opportunity Employer, including disability and protected veteran status. We prohibit all types of discrimination and are committed to providing access and equal opportunity for individuals with disabilities. For additional information or if reasonable accommodation is needed to participate in the job application, interview, or hiring processes or to perform the essential functions of a position, please contact us the Company’s Human Resources department.