Administrative Assistant

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.

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, thereby contributing directly to the safe, reliable, and cost‑effective operation of the plant.

• 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.

Safety is a core value  employees are expected to remain mentally alert and work safely at all times. Employees must adhere to all safety warnings and posted signs while on company property and follow all NAES safety rules and procedures. Adherence to these safety responsibilities is a key factor in employee performance evaluation.

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.

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,…