Job Description Summary

The Administrative Assistant provides organizational and operational support to the Pensacola Generator and overall Pensacola site teams. This role is responsible for managing administrative workflows, coordinating site-wide activities, and ensuring the efficient day-to-day operation of the plant’s front office. The ideal candidate will be detail-oriented, a strong communicator, and capable of balancing multiple priorities in a fast-paced industrial environment.

Job Description

Essential Responsibilities:

In this role, you will work with limited Supervision, meet day-to-day short-term objectives, and provide direct support to the Generator and Overall Site teams.

Conference Room & Facilities Scheduling

• Manage and optimize conference room scheduling to support leadership meetings and team operations.

• Conduct pre-meeting checks for audiovisual equipment, room layout, and necessary supplies.

• Coordinate site access for external visitors, including visitor badging, safety orientations, and lobby management.

Travel & Expense Management

• Arrange comprehensive travel itineraries (flights, hotels, transportation) ensuring adherence to corporate travel policies.

• Perform timely and accurate preparation of expense reports for the team, ensuring proper documentation and compliance with financial controls.

• Act as the primary liaison between the team and the finance department to resolve expense discrepancies.

Team & Site Event Coordination

• Plan and execute team-building events, town halls, and department meetings, including budget management and vendor coordination.

• Communicate event details, agendas, and logistical instructions clearly to all relevant personnel.

• Monitor event expenditures to ensure all activities remain within designated departmental budgets.

General Site Activity Support

• Provide administrative support for new hire onboarding, including equipment procurement and site access setup.

• Serve as a general point of contact for facility inquiries, supply procurement, and maintenance requests.

• Draft and circulate internal communications, meeting minutes, and administrative memos as required.

• Maintain accurate digital filing systems and assist with preparation for plant audits and safety documentation.

Qualifications & Skills

• Education: High school diploma or equivalent; Associate’s degree in Business Administration or related field preferred.

• Experience: 3+ years of experience in an administrative or office management role, preferably in a manufacturing or industrial environment.

Desired Characteristics:

• Software Proficiency: Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and experience with travel/expense management software.

• Communication: Exceptional written and verbal communication skills with the ability to interact professionally with all levels of the organization.

• Critical Thinking: Demonstrated ability to manage conflicting priorities, meet deadlines, and exercise discretion with sensitive information.

• Work experience in a manufacturing environment.

• Ability to work independently and solve problems;

• Strong team player

For candidates applying to a U.S. based position, the base pay for this position is $1192.31/weekly.

Additional Information