Administrative Manager

Millennium Power in Charlton, MA, is a 360 MW natural gas facility that provides clean, reliable electricity to the New England grid. Athens Generating in Athens, NY, generates 1,080 MW, helping meet the electrical demands of eastern New York. Berkshire, a 250 MW facility in Agawam, MA, ensures regional grid stability and energy reliability in western Massachusetts. Together, these facilities strengthen the reliability and stability of the regional electrical grid, supporting the energy needs of New England and eastern New York.

Opportunity Summary

The Administrative Manager ensures consistent implementation of NAES site policies and procedures across multiple plant locations, focusing on human resources, accounting, and administrative functions. This role leads the administrative team, maintains key records, and supports Plant Managers with reporting, audits, and employee matters, while collaborating with NAES Corporate HR on payroll, benefits, and compliance. By fostering a positive work environment and overseeing operational processes, the Administrative Manager ensures efficient plant operations and supports the development of plant personnel.

Primary Functions

Your scope of responsibility as Administrative Manager includes the following primary functions:

Administrative

• Oversee and ensure adherence to all NAES site policies and procedures across multiple plant locations within the general geographic area, providing administrative and human resource oversight to ensure consistency in policy implementation, HR practices, and employee support.
• Coordinate with plant administrative staff, ensuring effective performance and development while fostering a positive, collaborative work environment that supports high morale.
• Provide high-level administrative support to Plant Managers, including event planning and organizational support for plant operations.
• Maintain a precise record of employee training, safety, and compliance documentation.
• Lead development and execution of reporting procedures, overseeing the filing, and archiving of department records.
• Manage administrative functions related to materials and inventory accounting.
• Assist the Plant Manager in analyzing monthly O&M variances and preparing comprehensive reports.
• Support the Plant Manager in coordinating audits and inspections.

• As needed, manage procurement and payment processes, including recording invoices, purchase orders, and sales tax, using CMMS to track orders, and ensuring timely vendor payments.
• As needed, support financial reporting, maintain vendor documentation, process employee expense reports, and assist with audit preparation.

• Ensure secure handling of plant records, files, and supplies; manage procurement and timely receipt of all administrative items.

Human Resources

• Administer human resources programs and serve as the primary liaison to the NAES Corporate Human Resources Manager.
• Process employee payroll and generate payroll reports per corporate accounting standards.
• Review all payroll-related documentation, ensuring accuracy and prompt corrections as necessary.
• Coordinate payroll items (e.g., timesheets, relocations, labor charges, bonuses) and ensure accurate processing.
• Maintain precise records of employee leave, disability, and workers' compensation claims.
• Support plant personnel hiring, overseeing the new employee orientation process.
• Administer the Fitness for Duty policy, coordinating scheduling for employee and contractor testing.
• Manage random, post-accident, and other Fitness for Duty testing requests and reporting.
• Oversee benefits administration for plant personnel, ensuring compliance with Corporate Human Resources requirements.

Additional human resources, administrative, and basic accounting functions as assigned by Plant Manager

NAES Safe

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.

Working Relationships

The Administrative Manager reports to the Plant Manager, may take direction from other plant management, and coordinates with plant personnel on accounting, HR, and administrative processes, as well as with NAES Corporate HR and Admin Manager for alignment with corporate policies.

Physical Requirements and Working Conditions

This position entails working in both an office and power plant environment. This may involve 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 require work outdoors in varying weather, including both hot and cold temperatures. Please note that smoking restrictions apply in and around the facility.

Fitness for Duty

All personnel will participate in the Fitness for Duty Program, which includes a post-offer drug screening, and post-employment random drug screening.

Work Schedule

Regular workdays are Monday through Friday, during standard day-shift hours. This position will occasionally necessitate extended working hours and flexible shifts as needed, including weekends and holidays, in response to schedules, workload demands, and plant conditions. Some travel may be required for Manager, Owner, User Group, or other offsite meetings, in addition to frequent travel with overnight stays approximately twice per week in the New England and Eastern New York areas to support power plant operations.

Compensation

This position offers an annual base salary between $102,000 and $135,000, along with an annual performance bonus.

Job Qualifications

We are seeking a candidate who has administrative experience and a work history that demonstrates a strong background in worker fitness for duty administration, worker compensation, office administration, human resources, general accounting, and payroll.

• Ability to understand procedures and instructions specific to the area of assignment as would be acquired in four years of high school.
• Associate or bachelor's degree in business administration, human resources, or similar is a plus.
• Minimum of five years of office administration experience, with a strong emphasis on general accounting principles and payroll processing.
• 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.
• 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.
• Exceptional dedication to detail, guaranteeing meticulous accuracy in record-keeping across a variety of tasks and responsibilities.
• Strong computer skills, including demonstrated proficiency in Microsoft Word and Excel for document creation, data entry, and spreadsheet analysis.
• 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.
• Must possess a valid and unrestricted driver's license, ensuring it remains in good standing at all times.

About NAES

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.