Office Administrator

Commonwealth Chesapeake
New Church, VA 23415, USA

The Commonwealth Chesapeake Peaker facility, located in New Church, VA, just 3/4 mile south of the Maryland border, plays a key role in the region's energy infrastructure. Built in 2000, the plant houses seven LM 6000 turbines with a total generating capacity of 315 MW at nominal load. Its strategic location ensures efficient and reliable energy production, helping meet regional power demand and supporting grid stability.

The Office Administrator at the Commonwealth Chesapeake facility is responsible for administering Human Resources procedures and benefits, file maintenance including employee, safety, and environmental reports and files, the timely completion of payroll, and the overall administrative functions of the facility. Establishes, implements, and enforces office policies and procedures. Performs tasks which require advanced skills in organization and planning, and will have an overall knowledge of plant, Owner and NAES corporate departments.

• Manage and maintain site policies and procedures, ensuring revisions reflect plant operations, safety requirements, and regulatory obligations.
• Maintain accurate and auditable employee training, certification, and safety records to support plant operations and OSHA compliance.
• Safeguard plant records, technical documentation, and office supplies; coordinate procurement activities and timely receipt of administrative and operations‑support items.
• Maintain administrative reporting and document control processes, including record retention, archiving, and preparation of documentation for audits and inspections.
• Provide administrative support to the Plant Manager and Operations and Maintenance leadership, including scheduling activities, coordinating meetings, outages, and employee functions, and processing expense reports.
• Track and reconcile fuel, reagent, and other bulk material inventories, including associated documentation and accounting support, and assist with identifying monthly Operations and Maintenance cost variances.
• Support site leadership by coordinating documentation and logistics for internal and external audits, regulatory inspections, and compliance reviews.

• Record and reconcile invoices, purchase orders, and applicable sales tax documentation in accordance with corporate policies, and maintain accurate vendor records, including tax information, insurance certificates, and contractual documentation.
• Use the Computerized Maintenance Management System (CMMS) to generate purchase orders and track procurement, inventory, and supporting documentation.
• Review and match receiving documentation with purchase orders and invoices to ensure accuracy and coordinate vendor payment requests to support timely processing.
• Keep vendor W-9 files, prepare 1099s, and ensure vendor insurance certificates and records are current.
• Assist with monthly financial tracking, including identifying cost variances and supporting financial reporting, expense processing, and reimbursements.
• Support internal and external audits by organizing and providing requested procurement, financial, and administrative documentation.

• Coordinate site-level human resources administrative activities and serve as the primary liaison with the NAES Corporate Human Resources Manager.
• Process employee payroll and related reporting in accordance with corporate procedures and applicable federal and state requirements, reviewing submissions for accuracy and coordinating corrections as needed.
• Coordinate payroll-related documentation, including timesheets, labor charges, relocation expenses, and incentive or bonus payments.
• Maintain accurate and confidential employee records, including documentation related to leaves of absence, disability claims, workplace injuries, and workers’ compensation.
• Support plant staffing activities, including recruitment coordination, onboarding, new employee orientation, and administrative support of the Fitness for Duty program, including scheduling, testing…