Filing Assistant Jobs in Manistee, MI (NOW HIRING)

Situated in Ludington, Michigan, the Michigan Power facility is a 125 MW 1x1 combined cycle cogeneration plant featuring a single Frame 7EA gas turbine. This advanced facility efficiently generates electricity through a sophisticated combined cycle process, showcasing innovation in power generation. Positioned strategically and equipped with state-of-the-art technology, it plays a crucial role in meeting regional energy demands, highlighting advancements in sustainable and reliable power generation.

Opportunity Summary

The part-time Administrative Assistant at the Michigan Power Facility provides essential support to the plant and the Administrative Manager, ensuring accurate recordkeeping and smooth daily operations. Working 8-hour shifts, 3 to 4 days per week, responsibilities include maintaining electronic and paper files, managing plant documentation, supporting accounts payable and procurement processes, coordinating HR and safety training activities, and assisting with operational logistics. This role also prepares and distributes reports and correspondence, supports outage planning and safety meetings, tracks inventory, and helps maintain office supplies and secure records, contributing directly to the safe, reliable, and cost-effective operation of the plant.

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

• Provide part-time administrative support to the plant and Administrative Manager, ensuring accurate recordkeeping and effective daily operations.
• Maintain accurate electronic and paper files, including open purchase orders and operational records.
• Control plant documentation, including procedures, work orders, and version-controlled records for audits and inspections.
• Enter and track invoices in accounting and CMMS platforms (e.g., Maximo), following up on pending approvals and payment issues.
• Support accounts payable processes, including invoice review, payment tracking, and coordination with vendors and plant personnel.
• Assist with procurement, including expediting orders, recommending substitutions, resolving shipment or invoice discrepancies, and supporting the approval of purchase requisitions and purchase orders.
• Assist with monthly purchasing and financial reviews, including the Budget Variance Report (BVR) and purchasing commitment reports, ensuring accuracy of related documentation.
• Prepare and distribute correspondence, reports, and documentation to vendors, internal teams, and plant leadership, as directed by the Administrative Manager.
• Coordinate human resources and safety training functions, including new hire documentation, quarterly drug screenings, tracking training, and maintaining records, supporting the Administrative Manager.
• Support operational logistics, including outage planning, shift schedules, inventory tracking, and vendor coordination.
• Provide administrative support for plant operations, including safety meeting setup, outage assistance, acting as a scribe for meetings, and documenting safety incidents or audits.
• Maintain office supplies, manage distribution, and ensure the security of plant records and files.
• Perform additional administrative, accounts payable, HR, operational support, or employee event tasks as assigned by the Administrative 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 Assistant reports to the Administrative Manager and may take general direction from plant management, while collaborating with plant personnel to ensure effective administration, operational support, and seamless execution of accounting, HR, and procurement processes.

Physical Requirements and Working Conditions

Work is primarily performed in an office environment. However, as the facility is a power plant, there may be occasions that require 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 necessitate 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 physical examination, drug screening, and post-employment random drug screening.

Work Schedule

The part-time Administrative Assistant works 3 to 4 8-hour shifts per week, providing consistent administrative and operational support during regular business hours.

This position may also occasionally necessitate extended working hours and flexible shifts as needed, including weekends and holidays, in response to schedules, workload demands, and plant conditions. Periodic callouts or “On call” status may also be required.

Some travel may be involved to participate in Manager, Owner, or other offsite meetings.

Compensation

This part-time position offers a base pay of $22 to $25 per hour, eligibility for an annual performance bonus, and full comprehensive benefits package.

Core Qualifications and Skills

We are seeking a detail-focused Administrative Assistant with relevant administrative experience and a good foundational understanding of office and operational support functions, including human resources, accounts payable, procurement, recordkeeping, and general plant administrative support.

• Ability to understand procedures and instructions related to assigned responsibilities, typically gained through successful completion of high school or equivalent education. An Associate or Bachelor’s degree in business administration, human resources, or a related field is a plus. Relevant industry or military experience may be considered in lieu of education on a year-for-year basis.
• Experience supporting administrative functions in a fast-paced operational environment, preferably within industrial or power generation settings.
• Familiarity with managing vendor communications, processing and verifying invoices, and assisting with accounts payable activities.
• Basic knowledge of procurement processes, including tracking orders, expediting shipments, supporting purchase requisition and PO approvals, and resolving vendor discrepancies.
• Proficiency with administrative and operational software systems, such as CMMS, ERP platforms, or other tools used for recordkeeping, reporting, and document control.
• Strong attention to detail and ability to maintain accurate records, including open purchase orders, operational data, and administrative documentation.
• Ability to prepare, format, and distribute professional correspondence, reports, and documentation with clarity and accuracy to vendors, internal teams, and plant leadership.
• Excellent organizational skills to manage multiple tasks, maintain records, support operational logistics, and assist plant administrators and management effectively.
• Clear and professional verbal and written communication skills to coordinate with vendors, service providers, and internal teams, and to assist with HR and safety training functions.
• Must possess a valid, unrestricted U.S. driver’s license and ensure 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.