Administrative Assistant II

Oates Energy; United States; On-site; USD 38,000 - 52,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Paid time off

Retirement plan

Professional development

Flexible work arrangements

Wellness programs

Job summary

Oates Energy, Inc. is seeking an Administrative Assistant II to serve as the operational heart of the office. You will manage front-line communications, calendars, travel arrangements, and filing, supporting executive leadership and departmental staff to maintain smooth workflows.

The role emphasizes organization, discretion, and professional written and verbal communication. You will handle document formatting, procurement, data entry, and cross-functional collaboration in a dynamic energy and

Qualifications

• 0–1 year of experience in administrative or clerical roles.
• Proficiency with Microsoft Office Suite and document management platforms.
• Strong organizational skills and ability to prioritize in a fast-paced setting.
• Excellent verbal and written communication with a professional presence.
• Attention to detail and discretion handling sensitive information.
• Experience in Energy and Utilities is a plus but not required.
• Competitive salary commensurate with experience.

Responsibilities

• Oversee primary administrative operations such as answering phones and greeting guests.
• Coordinate meeting schedules, executive calendars, and travel arrangements.
• Maintain accurate physical and electronic filing systems.
• Draft and format business correspondence, reports, and presentations.
• Monitor office supplies and manage procurement.
• Assist data entry and basic financial documentation when needed.
• Collaborate with cross-functional groups to implement office policies.

Skills

Microsoft Office Suite

Organizational skills

Verbal and written communication

Discretion and ethical integrity

Data entry

Tools

Document management platforms

Job description

For over two decades, Oates Energy, Inc. has built a trusted reputation for delivering truly customized utility billing and submetering. Our track record of excellence includes long-standing partnerships with property owners and managers of multifamily communities and commercial properties nationwide. With a focus on collaboration, reliability, and flexibility, we’ve consistently achieved high customer satisfaction by providing customized utility billing and submetering services tailored to the unique needs of each client.

We are currently looking for a committed Administrative Assistant II to become a key member of our team in the Energy and Utilities sector. This vital position acts as the operational heart of the office, guaranteeing smooth communication and effective workflow management throughout the department. The right candidate will offer crucial support to executive leadership and operational units, streamlining daily administrative functions that enhance productivity and overall business success. This role presents a fantastic chance for a motivated individual to begin their professional journey in a vibrant industry while building foundational administrative expertise.

Responsibilities

• Oversee primary administrative operations, such as managing telephone lines, welcoming guests, and processing incoming mail.
  
• Organize departmental meeting schedules, maintain executive calendars, and handle travel arrangements for team members.
  
• Ensure the accuracy and accessibility of both physical and electronic filing systems, keeping all records properly organized.
  
• Draft and format standard business correspondence, reports, and presentation materials using relevant software applications.
  
• Monitor office supply inventory levels and manage procurement processes to ensure adequate stock availability.
  
• Facilitate data entry activities and aid in the compilation of basic financial documentation or expense claims when necessary.
  
• Work alongside cross-functional groups to successfully execute office policies and procedural guidelines.
  

Requirements

• Possess between 0 and 1 year of prior professional experience in an administrative or clerical capacity.
  
• Demonstrate competence with standard office software, specifically the Microsoft Office Suite (Word, Excel, Outlook) and document management platforms.
  
• Exhibit strong organizational abilities with the capacity to prioritize competing tasks within a high-speed environment.
  
• Display superior verbal and written communication skills accompanied by a polished professional presence.
  
• Show a keen eye for detail and a dedication to precision in all assigned responsibilities.
  
• Be capable of managing sensitive information with the utmost discretion and ethical integrity.
  
• Prior knowledge of the Energy and Utilities sector is advantageous but not mandatory.
  
• Competitive salary commensurate with experience and qualifications.
  
• Comprehensive health, dental, and vision insurance coverage.
  
• Paid time off including vacation days, holidays, and sick leave.
  
• Retirement savings plan with company matching contributions.
  
• Professional development opportunities and training programs.
  
• Flexible work arrangements where operationally feasible.
  
• Employee wellness programs and ergonomic work environment.