Administrative Assistant II

RigUp, Inc.; Warrendale (Allegheny County); On-site; USD 42,000 - 56,000; Full time

Job summary

RigUp, Inc. is seeking an Administrative Assistant to provide administrative, office management, facilities, fleet, and onboarding support for Appalachia Operations new hires.

This role serves as a key point of contact for employees, vendors, and corporate support groups to ensure efficient day-to-day operations across multiple locations. Primary duties include coordinating meetings and events, maintaining records and SharePoint sites, preparing reports and presentations, and supporting

Qualifications

• 3+ years of administrative, office management, or related experience.
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams).
• Strong organizational, communication, and multitasking skills.
• Ability to handle confidential information with professionalism and discretion.

Responsibilities

• Coordinate meetings, events, and team activities, including room scheduling and catering.
• Maintain email distribution lists, departmental records, SharePoint sites, and shared drive documentation.
• Prepare and distribute reports, binders, presentations, and other operational materials.
• Provide general administrative support to operations leadership and field personnel.
• Serve as the primary liaison for facility-related services and badge administration.
• Coordinate with vendors and internal departments to resolve administrative issues.
• Manage office supplies and fleet-related inventories.

Skills

Organizational skills

Communication skills

Multitasking

Discretion

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

SharePoint

Job description

Our Vision:

RigUp is where the best workers power the world’s most successful projects. We are united by a common mission: to deliver services and technology that fundamentally change how skilled workers and the businesses they serve get hard work done.

Job Description:

The Administrative Assistant provides administrative, office management, facilities, fleet, and onboarding support for Appalachia Operations new hires. This role serves as a key point of contact for employees, vendors, and corporate support groups to ensure efficient day-to-day office operations across multiple locations. The position provides administrative and operational support that enables efficient office operations, employee support, vendor coordination, facilities management, fleet administration, and onboarding activities across Appalachia Operations.

Responsibilities:

Administrative & Operational Support:

• Coordinate meetings, events, and team activities, including room scheduling, catering, and meal arrangements
• Maintain email distribution lists, departmental records, SharePoint sites, and shared drive documentation
• Prepare and distribute permits, reports, binders, presentations, and other operational materials
• Provide general administrative support to operations leadership and field personnel

Office & Facilities Management:

• Serve as the primary liaison for facility-related services, including coordination with C&W Services
• Manage office access requests, badge administration, and controlled-area access
• Maintain office key inventories and coordinate workspace setup for new employees
• Ensure offices, breakrooms, and common areas are properly stocked and operational
• Process utility payments and manage related records for assigned facilities
• Perform Purchasing Card (P-Card) stewardship, reconciliation, and documentation
• Coordinate with vendors, service providers, and internal departments to resolve administrative and facility-related issues
• Manage office supply, coffee, snack, and consumable inventories

Fleet & Asset Coordination:

• Act as liaison with the Fleet Department regarding vehicle assignments, maintenance, inspections, and availability
• Track vehicle compliance requirements and maintain fleet-related records
• Manage spare vehicle keys and other assigned company assets

Employee Onboarding Support:

• Assist with onboarding activities, including office access, badges, workspace preparation, and employee orientation support
• Coordinate administrative onboarding requirements with operations leadership and support functions

Skills and Qualifications:

Required:

• High school diploma or equivalent
• 3+ years of administrative, office management, or related experience
• Proficiency in Microsoft Office Suite (Outlook, Excel, Word, PowerPoint, Teams)
• Strong organizational, communication, and multitasking skills
• Ability to handle confidential information with professionalism and discretion

Preferred:

• Experience supporting operations, industrial, energy, or field-based organizations
• Experience with P-Card administration, vendor coordination, or fleet support
• Familiarity with SharePoint and document management systems