Administrative Assistant II

Job Title: Administrative Assistant II Compensation: $25.00–$30.00/hr Location: 190 Thornhill Road, Warrendale, PA 15806 Schedule: Monday–Friday, 40 hours per week Scope The Administrative Assistant provides administrative, office management, facilities, fleet, and onboarding support for Appalachia Operations new hires.

This role serves as a key point of contact for employees, vendors, and corporate support groups to ensure efficient day-to-day office operations across multiple locations.

Key Responsibilities

Administrative & Operational Support Coordinate meetings, events, and team activities, including room scheduling, catering, and meal arrangements. Maintain email distribution lists, departmental records, SharePoint sites, and shared drive documentation. Prepare and distribute permits, reports, binders, presentations, and other operational materials.

Provide general administrative support to operations leadership and field personnel. Office & Facilities Management Serve as the primary liaison for facility-related services, including coordination with C&W Services. Manage office access requests, badge administration, and controlled-area access. Maintain office key inventories and coordinate workspace setup for new employees.

Ensure offices, breakrooms, and common areas are properly stocked and operational. Purchasing, Utilities & Vendor Coordination Process utility payments and manage related records for assigned facilities. Perform Purchasing Card (P-Card) stewardship, reconciliation, and documentation. Coordinate with vendors, service providers, and internal departments to resolve administrative and facility-related issues.

Manage office supply, coffee, snack, and consumable inventories. Fleet & Asset Coordination Act as liaison with the Fleet Department regarding vehicle assignments, maintenance, inspections, and availability. Track vehicle compliance requirements and maintain fleet-related records. Manage spare vehicle keys and other assigned company assets.

Employee Onboarding Support Assist with onboarding activities, including office access, badges, workspace preparation, and employee orientation support. Coordinate administrative onboarding requirements with operations leadership and support functions.

Qualifications

Required High school diploma or equivalent. 3+ years of administrative, office management, or related experience. Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams). Strong organizational, communication, and multitasking skills. Ability to handle confidential information with professionalism and discretion.

Preferred Experience supporting operations, industrial, energy, or field-based organizations. Experience with P-Card administration, vendor coordination, or fleet support. Familiarity with SharePoint and document management systems. Core Competencies Organization & Planning Attention to Detail Customer Service Communication Problem Solving Accountability Time Management Ability to Manage Multiple Priorities