Administrative Assistant

About Us

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.

About Us

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.

About This Role

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
What You'll Do
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
What You'll…