Administrative Assistant

Red Rover Electric; Louisville (KY); On-site; USD 35,000 - 50,000; Full time

Job summary

A prominent utility contractor in Louisville, KY, is seeking an Administrative Assistant to manage office operations, including invoicing, payroll, and new hire onboarding. The ideal candidate will have 2+ years of experience in a similar role, exceptional organizational skills, and proficiency in relevant accounting software. The role is essential for maintaining smooth operations and supporting project teams in a full-time capacity.

Qualifications

• Proven experience (2+ years) as an Administrative Assistant or similar role.
• Strong verbal and written communication skills.
• Ability to multitask and prioritize work effectively.

Responsibilities

• Manage project documentation and files in the company's digital environment.
• Monitor and track customer invoices for timely payment.
• Maintain records for company vehicles, including maintenance and repairs.
• Manage the administrative onboarding process for new hires.
• Accurately process company payroll and ensure compliance.

Skills

Organizational skills

Communication skills

Proficiency in MS Office Suite

Accounting software proficiency

Education

High school diploma or equivalent

Associate's degree or higher preferred

Tools

QuickBooks

SAP

Job description

Red Rover Electric is an engineer-owned, union-certified electrical utility contractor specializing in essential utility and large-scale industrial/commercial projects. We have strategically shifted our focus toward long-term, predictable contract work, positioning the company for significant, sustainable growth and stability. Our operations are built on three core foundations: a highly skilled union workforce, an unwavering safety culture, and strong engineering principles; this combination allows us to deliver expertise, reliability, and commitment to every project we undertake, ensuring quality service and customer satisfaction across our key contracts with clients like LG&E-KU and Turner Construction.

Location: Louisville, KY (On - Site)

Job Type: Full-Time

Job Summary

Red Rover Electric is seeking a highly organized and reliable Administrative Assistant to serve as the backbone of our office operations. This multifaceted role requires exceptional attention to detail, proficiency in office software, and the ability to manage competing priorities, ranging from financial support and human resources tasks to inventory and general office administration. This position is essential for maintaining smooth day-to-day operations and supporting our project teams.

Key Duties & Responsibilities

• Operations & Project Administration: Manage project and operational documentation by scanning completed work, making necessary copies, extracting key details, and maintaining files in the company's digital environment (Microsoft ecosystem) for easy tracking and retrieval.
• Invoicing Tracking: Monitor the system for tracking customer invoices to ensure they are timely paid. Perform routine AR follow-up and work with project teams to elevate collection of overdue payments.
• Equipment & PPE Testing Schedule: Manage a tracking system for safety and operational equipment, including scheduling recurring testing such as annual dielectric testing for company trucks and semi-annual testing for rubber goods and other PPE.
• Vehicle Tracking: Maintain records for all company vehicles, tracking maintenance schedules, repairs, invoices, and receipts.
• Inventory Management: Track current inventory levels and manage ordering for all operational materials, including PPE, rubber goods, general tools, specialized workwear, and project-specific supplies.
• New Employee Onboarding: Manage the administrative onboarding process for new hires, including preparing the onboarding packet, setting up payroll details, and coordinating required screenings (e.g., drug testing).
• Payroll Processing: Accurately process company payroll, ensuring all hours, wages, and deductions are calculated correctly and submitted on time.
• Union & Benefits Management: Ensure timely payment and reporting of union benefits and dues.
• Accounts Payable: Handle data entry for accounts payable and expense reports.
• Time Keeping: Work with project teams to maintain accurate timekeeping, ensuring compliance and accuracy for payroll.
• Expense Tracking: Assist with tracking company expenses, ensuring receipts and invoices are matched accurately and allocated to the correct projects.
• Supply Management: Maintain and order all general office supplies (paper, toner, pens, etc.).
• Office Needs: Manage the stocking of communal office goods such as coffee, snacks, paper products, and beverages.
• Organization: Ensure the office environment remains organized, functional, and professional.
• Other duties as assigned by company leadership.

Qualifications

• Proven experience (2+ years) as an Administrative Assistant, Office Manager, or similar role, preferably in the construction or electrical industries.
• High school diploma or equivalent required, associate's degree or higher preferred.
• Proficiency in accounting software (e.g., QuickBooks, SAP, etc.) and MS Office Suite (Word, Excel).
• Exceptional organizational skills and the ability to multitask and prioritize work effectively.
• Strong verbal and written communication skills.
• Demonstrated commitment to discretion and confidentiality when handling sensitive financial and personnel information.

• Seniority level: Entry level
• Employment type: Full-time
• Job function: Administrative
• Industry: Utility System Construction