Office Manager

At NAES, you’ll find engaging and challenging career opportunities in the power generation, renewable energy and industrial construction industry. At every level of the company, we share a common goal: To instill confidence in our clients through our steadfast commitment to safety, integrity and quality of work.

NAES is the largest independent operator of power facilities in the industry, operating more than 190 power plants throughout the United States, Canada, Mexico and the UK that span all technologies and provide over 49 GW of capacity. With the strength of 4000 people, our growing family of companies now addresses the entire life cycle of power generation and other industrial plants.

NAES is committed to supporting a culture with unique perspectives and backgrounds. We value individual differences in each other in an effort to create a brighter future in the power generation industry. We strive to attract and retain employees by offering an inclusive work environment, competitive compensation, a comprehensive benefits package (including retirement) and promotional opportunities.

Summary

The Office Manager is responsible for the overall administrative functions for the fleet. This will include overseeing the entire purchasing and procurement process across a fleet of farms, invoice analysis and review, document control (electronic and paper management), decision of need and submittal of Non-Disclosure Agreements (NDA’s), manual data build and tracking for purchasing flows and approvals, Cow Count Affidavit management, notarizing, contract management, managing credit reference coordination, training technicians on policies and procedures, oversight of inventory management for spare parts, and administering Human Resources processes. 

Primary Duties

 Administrative Procurement, Purchasing, and Accounts Payable

Responsible for the following functions:

• Collaborate procurement for Site Managers of portfolio of farms (portion of client’s enterprise)
• Electronic purchasing and procurement document control of portfolio of farms for client
• Decision and submittal of Non-Disclosure Agreements (NDA’s when applicable) working with legal and the client
• Management of the Credit Reference Coordination with Legal, Client, and Vendor
• Manual data build and tracking of Purchase Orders, Receivers, Approvals, and Invoices
• Ensure and track manually all vendor payments
• Contract management
• Review of invoices and date stamping
• Review of Coded invoices with proper accounting information
• Review Matched invoices to appropriate purchase order
• Tax Exemption Submittal to legal and to vendors
• Apply and confirm correct sales tax code
• Confirm accurate recording of sales tax expense and accruals
• Input invoices into Accounting Database Tracker
• Distribute invoices for proper disbursement approval
• Generate purchase orders
• Follow up on invoices pending approval
• Return and answer all vendor calls and questions
• Assist Area Manager in identification of monthly O&M variances
• Assist Area Manager with audit requests related to the Accounts Payable function
• Responsible for accurate electronic and paper vendor/accounts payable files and supporting documentation
• Responsible for vendor W-9 files, new vendor requests and supporting Client with preparation of yearly 1099’s (note: BME handles 1099s and Office Manager would support any questions client has)
• Maintain accurate record of vendor insurance certificates, terms & conditions, and Accounts Payable records
• Prepare bank account reconciliations for review
• Review and approve credit card reconciliations
• Manage the fleet gas card program   
• Train technicians on purchasing, procurement and administrative policies and oversee the policies are followed
• Oversee and coordinate (manually) inventory tracking and purchasing and storage of spare parts inventory for portfolio of farms for client

Human Resources

• Review all incoming payroll-related documents. Prepare and process payroll items (i.e. timesheets, relocation, labor charges, bonus, etc.).  Ensure timely payroll submittal. Identify errors and ensure corrections are made as necessary. 
• Administer human resources programs and serve as liaison to NAES Corporate Human Resources Business Partner. Oversee the new employee orientation process.  Administer the Fitness for Duty Program in accordance with policy.

Administrative

• Manage and control (in coordination with NAES Corporate Administrative Manager) all NAES site policies and procedure revisions
• Maintain accurate record of employee training and safety
• Coordinate site safety for portfolio of farms
• Ensure security of plant records and files
• Maintain office supplies; responsible for procurement, coordinate the timely receiving of all administrative-related items
• Schedule and plan Company-sponsored employee functions (i.e.: luncheons, etc.)
• Perform additional Accounting, Accounts Payable, Procurement and Purchasing, Human Resources, and Administrative functions as assigned by plant management personnel

NAES SAFE

Safety is a core value of NAES and as a condition of employment, all employees are expected to be mentally alert and work safely at all times.  Additionally, employees are required to adhere to all safety warnings and posted safety signs whenever on company property.  Furthermore, employees must follow all NAES safety rules and procedures.  Effectiveness in carrying out this responsibility is part of the evaluation of each employee’s performance.

WORKING CONDITIONS

This is a day shift position. Position will require extended working hours at times as required by workload.  "On call" status may periodically be required.

All employees will participate in the Fitness for Duty Program.  This program includes a post-offer drug screening and post-employment random drug screening.  There are extensive smoking restrictions in and around the project locations.

Education and Experience

• Administrative experience and a work history that demonstrates a strong background in office administration with an emphasis in general accounting and payroll
• Notary Public credentials or willingness to obtain required
• Accounts Payable and Purchasing experience preferred

Specific Skills and Knowledge

• General knowledge of Human Resources practices
• Strong analytical skills
• Strong working knowledge of computer software including Excel, Word and Power Point
• Willingness to work in a team environment
• Excellent organizational skills  
• Excellent communication skills
• Valid driver's license  

NAES is committed to a diverse and inclusive workplace. It is the practice of NAES to seek employees of the highest quality and to select individuals on the basis of merit and competence, without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, military status or affiliation protected under USERRA, or any other basis of discrimination prohibited by applicable local, state and federal law.