Administrative Assistant- Part Time

Allied Electric, Inc; Grand Rapids (MI); On-site; USD 19,000 - 28,000; Part time

Job summary

Allied Electric, Inc is seeking an Administrative Assistant to support both office and field operations. This part-time role (20–24 hours per week) focuses on maintaining accurate job records, coordinating service and construction activities, and managing daily workflows including ticketing, invoicing preparation, and material coordination.

The ideal candidate will have a high school diploma, 1–3 years of admin experience, excellent organization and communication skills, and proficiency with

Qualifications

• High school diploma or equivalent required.
• 1–3 years of administrative, receptionist, or office support experience preferred.
• Strong organizational, communication, and multitasking skills.
• Professional and customer-service-oriented demeanor.
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams).

Responsibilities

• Maintain and update the department shared drive with organized job folders.
• Archive completed projects with closeout documentation.
• Prepare folders for field staff to ensure accurate execution.
• Open service work orders and prepare documentation for field teams.
• Send closeout documentation to customers after project completion.
• Create cable labels and other job materials for field operations.
• Track Miss Dig tickets daily and update status.
• Manage NJUNS tickets and schedule coordination.
• Maintain technician certification records and flag renewals.
• Create completed job folders for billing and assist invoicing.
• Retrieve and sort incoming mail and track payments.
• Deliver checks to the finance team.
• Communicate daily with foremen regarding delivered materials.
• Maintain material records and assist with inventory tracking.
• Support field teams with administrative needs.
• Provide ongoing administrative support to office and field teams.
• Assist with document prep, printing, labeling, and coordination requests.

Skills

MS Office

Organizational skills

Communication

Multitasking

Education

High school diploma or equivalent

Tools

Microsoft Office Suite

Job description

About Allied: At Allied Electric, we’re building an electrical company designed for growth, opportunity, and impact. For over 55 years, we’ve delivered high-quality electrical and low voltage solutions across industrial, commercial, and institutional markets – but what sets us apart today is where we’re going next. Guided by our mission, “Bringing Power to Possibilities,” Allied Electric is investing in our people, our technology, and the future that our services help bring to life. We partner with leading general contractors, owners, and developers across the Midwest and beyond, delivering complex, high-impact projects that power critical infrastructure and essential operations. Our team is made up of driven, team-first individuals who take pride in their work, continuously improve, and show up in a positive way. Whether in the field or the office, we are committed to creating an environment where great people can grow, develop, and build meaningful careers.

Job Summary:

The Administrative Assistant plays a critical role in supporting both office and field operations by ensuring accurate documentation, job tracking, and administrative coordination across service and construction projects. This part-time position (20–24 hours per week) is highly detail-oriented and process-driven, with a strong focus on maintaining job records, supporting field staff, and managing daily operational workflows including ticketing systems, invoicing preparation, and material coordination.

Key Responsibilities:

Job & Document Management:

• Maintain and update the department shared drive, including creating and organizing job folders for service work orders and construction projects
• Ensure all job folders are consistently updated with current documentation, including drawings, correspondence, and project updates
• Archive completed projects, including all required closeout documentation such as test results and final as-built drawings
• Prepare and organize job folders for field staff to ensure accurate and efficient execution

Service & Project Coordination:

• Open service work orders as needed and prepare associated documentation for field teams
• Send required closeout documentation to customers upon project completion
• Create cable labels and other job-related materials to support field operations

Ticket & Compliance Tracking:

• Track Miss Dig tickets daily, including routing, status updates, and completion
• Manage NJUNS tickets, including tracking, field verification updates, and scheduling coordination
• Maintain technician certification records, ensuring all certifications remain current and proactively flagging upcoming renewals

Invoicing & Financial Coordination:

• Create completed job folders for billing purposes, including scanning and uploading all required documents
• Assist with invoicing preparation by ensuring documentation is complete and accurate
• Retrieve and sort incoming mail, track payments received, and deliver checks to the finance team

Materials & Field Support:

• Communicate daily with foremen regarding delivered materials using receiving documentation
• Maintain and archive material records and assist with material inventory tracking
• Support field teams with administrative needs to ensure smooth job execution

General Administrative Support:

• Provide ongoing administrative support to office and field teams as needed
• Assist with document preparation, printing, labeling, and coordination requests
• Support continuous improvement of administrative processes and systems

Qualifications:

Job Requirements:

Experience:

• High school diploma or equivalent required
• 1–3 years of administrative, receptionist, or office support experience preferred

Qualifications:

• Strong organizational, communication, and multitasking skills
• Professional and customer-service-oriented demeanor
• Proficient in Microsoft Office Suite (Outlook, Word, Excel, Teams)
• Ability to work independently and manage multiple priorities
• Strong attention to detail and ability to handle sensitive information professionally

Physical Requirements:

• Ability to lift up to 25 pounds occasionally and perform general office tasks
• Reliable attendance and transportation for occasional local errands preferred