Administrative Assistant

QISG leverages Quanta’s comprehensive resources to deliver collaborative solutions for our partners' energy infrastructure needs. We use in-house talent, expertise and resources to plan, design, engineer, manage, conduct maintenance on and construct projects.

Our turnkey service capabilities provide our customers with efficiency, consistency, attention to detail and safe execution. The QISG team brings together Engineering, Safety, Quality, Material Procurement, QA/QC, Right-of-Way Acquisition, Scheduling, Environmental Planning, Permitting, Title and Land Management expertise that ensure outstanding results for our clients.

Quanta Infrastructure Solutions Group, LLC (QISG), a Quanta Services, Inc. company (NYSE: PWR) is looking for an Administrative Assistant to provide professional administrative and operational support to the Director of Materials Management. This position serves as a central point of coordination for the department, managing executive scheduling, correspondence, and meeting logistics while maintaining the accuracy and integrity of the materials program’s-controlled documents, tracking records, and procurement paperwork.

The successful candidate will exercise sound judgment, handle confidential information with discretion, and work effectively with internal teams, vendors, and field personnel. This position is well suited to an experienced administrative professional with a background in construction, utility, or engineering, procurement, and construction (EPC) environments.

KEY RESPONSIBILITIES

Director Support:

• Calendar and travel. Manage the Director's calendar, travel, and expense reports. Screen calls and email and route them to the right person.
• Meetings. Schedule and run the logistics for the weekly materials review, vendor calls, and site coordination calls. Circulate agendas ahead of time, take minutes, and track action items until they close.
• Documents. Draft, format, and proofread letters, memos, presentations, and reports for the Director's review. Apply QISG templates and brand standards.
• Materials program administration
• Document control. Maintain the controlled documents for the materials program: plans, procedures, reference books, and trackers. Keep document numbers, revision history, and distribution lists accurate.
• Tracker upkeep. Enter and update tracker data from purchase orders, packing lists, delivery tickets, and receiving reports. Flag quantity or description mismatches to the Materials Manager instead of correcting them quietly.
• Reporting. Build the weekly status report and metrics package from tracker data. Check totals against source before it goes to the Director.
• PO administration. Log purchase orders and change orders, track vendor acknowledgments, and follow up on missing certs, MTRs, and delivery confirmations.
• Team and vendor administration
• Prepare invoices for coding and routing and reconcile them against POs and receiving records before approval.
• Keep current contact lists for vendors, carriers, site personnel, and fleet management.
• Coordinate onboarding for new materials staff: equipment, system access, orientation schedule, and training records.
• Order office and field supplies and manage subscriptions and software licenses for the department.
• Invoice Approval and Purchase Order Set Up.
• Adheres to internal standards, policies, and procedures.
• Performs special projects and completes other duties as assigned or requested.

QUALIFICATIONS

• Required High school diploma or equivalent.
• Three or more years of administrative support to a manager or director, ideally in construction, utility, or EPC.
• Advanced Excel skills: lookups, pivot tables, filters, and the ability to catch a bad formula.
• Strong command of Xcel, Word, PowerPoint, Outlook, and Teams.
• Accurate data entry and the habit of checking your own work.
• Ability to handle confidential pricing, vendor, and personnel information.
• Preferred associate or bachelor's degree in business administration, supply chain, or a related field.
• Familiarity with purchase orders, material take-offs, receiving, and packing list review.
• Experience with an ERP or procurement system.

WORKING CONDITIONS

Primarily office based. Occasional site visits require PPE and the ability to walk uneven ground. Travel is expected to stay under 10 percent. Hours may extend around project milestones, mobilizations, and reporting deadlines.

• Competitive Compensation
• Comprehensive Health Coverage - Multiple Medical, dental & vision plans with 100% preventive care
• 24/7 telehealth (Teladoc)
• Employee Assistance Program (EAP)
• Company-funded HSA and pre-tax savings options
• 401(k) Retirement Plan
• No-cost Short- and Long-term Disability
• Employer-paid basic Life & AD&D Insurance
• Paid Time off (PTO) and 10 Paid Holidays
• Paid Parental leave
• Education Reimbursement and Professional Development
• Employee discount program and optional insurance offerings:
  • Identity Theft Protection
  • Accident Insurance
  • Voluntary Life (spouse and child)
  • Critical Illness
  • Hospital Indemnity
  • Pet Insurance

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.