Administrative Assistant

Quanta Power Solutions brings together the industry-leading capabilities and resources of Quanta's operating companies to deliver complete EPC solutions. Our integrated approach spans power generation, battery energy storage, renewables, transmission, substation, and underground infrastructure — from concept to commissioning, we execute complex power infrastructure projects with the speed, certainty, and operational excellence our customers depend on.

At Quanta Power Solutions, we are driven by a culture of safety, integrity, and disciplined execution — and we're building a team that shares that commitment.

Quanta Power Solutions is seeking a highly organized and proactive
Administrative Assistant to provide administrative and operational support to business leaders and departmental teams. This position plays a critical role in supporting day-to-day operations by coordinating schedules, facilitating communication, managing administrative processes, and supporting fleet and facilities activities to ensure business operations run efficiently.

• Provide administrative support to department leadership, including calendar management, scheduling, and meeting coordination.
• Organize internal meetings, including agendas, presentations, meeting materials, and action item tracking.
• Coordinate department meetings, training sessions, workshops, special events, and travel arrangements.
• Maintain departmental records, files, and documentation while ensuring accuracy and confidentiality.

• Support company fleet operations by maintaining vehicle records, registrations, titles, insurance documentation, and fleet-related databases.
• Coordinate vehicle assignments, maintenance schedules, repairs, inspections, fuel card administration, and vendor communications.
• Monitor fleet compliance requirements and assist with reporting, recordkeeping, and asset tracking.
• Support drivers and managers with fleet-related requests and administrative needs.

• Assist with facilities coordination, including office maintenance requests, vendor scheduling, workspace organization, and office services.
• Coordinate facility-related purchases, supplies, equipment, and administrative support activities.
• Maintain facility records, service agreements, and documentation associated with office operations.
• Support office moves, workspace planning, and facility improvement initiatives as needed.

• Monitor timesheet submissions, send reminders, and assist leaders with compliance and reporting.
• Support workforce planning efforts by tracking personnel data, organizational changes, and departmental resources.

• Process expense reports and assist with purchasing activities, including requisitions, office equipment, fleet-related supplies, and departmental materials.
• Coordinate office resources such as software licenses, subscriptions, and business materials.

• Prepare reports, presentations, spreadsheets, correspondence, and departmental summaries.
• Maintain metrics, dashboards, fleet reports, and facilities records.
• Manage electronic filing systems and document repositories.
• Support leadership reporting needs and assist with data collection for business initiatives.
• Handle confidential and sensitive information with a high level of discretion and professionalism.

• Utilize Microsoft Office, Teams, and SharePoint to manage and distribute documents and support collaboration.
• Identify opportunities for process improvements and workflow efficiencies.
• Leverage AI-enabled tools to enhance productivity, organization, and administrative effectiveness.

• Associate's degree in Business Administration, Office Administration, Communications, or related field preferred (or equivalent experience).
• 5+ years of progressive administrative support experience required.
• Experience supporting managers, department leaders, or operational teams required.
• Experience with fleet administration, facilities coordination, asset management, or office operations preferred.
• Experience in engineering, construction, EPC, industrial, utility, or technical environments preferred.
• Experience with vendor coordination, purchasing processes, maintenance tracking, and administrative reporting preferred.

• Microsoft Office Suite.
• SharePoint and Adobe Acrobat.
• ERP systems (JD Edwards,…