Administrative Assistant- Part Time

Allied Electric; Grand Rapids (MI); Hybrid; USD 19,000 - 30,000; Part time

Job summary

Allied Electric in Grand Rapids, MI is seeking a part-time Administrative Assistant to support office and field operations. The role focuses on accurate documentation, job tracking, and coordinating daily workflows across service and construction projects.

Responsibilities include managing job folders, opening service work orders, processing invoices, tracking tickets (Miss Dig and NJUNS), coordinating materials, and assisting foremen.

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).
• Ability to work independently and manage multiple priorities.
• Strong attention to detail and ability to handle sensitive information professionally.

Responsibilities

• Maintain and organize job folders for service work orders and construction projects.
• Update and manage department shared drive with current documentation.
• Archive completed projects with closeout documentation.
• Prepare and organize job folders for field staff.
• Open service work orders and prepare documentation for field teams.
• Send closeout documentation to customers upon project completion.
• Create cable labels and other job-related materials.
• Track Miss Dig tickets daily, including routing and status updates.
• Manage NJUNS tickets, including tracking and scheduling coordination.
• Maintain technician certification records and flag upcoming renewals.
• Create completed job folders for billing and assist invoicing.
• Retrieve and sort incoming mail, track payments, and deliver checks.
• Communicate daily with foremen regarding delivered materials.
• Maintain and archive material records and assist with inventory tracking.
• Support field teams with administrative needs to ensure smooth job execution.
• Provide ongoing administrative support to office and field teams.
• Assist with document preparation, printing, labeling, and coordination requests.
• Support continuous improvement of administrative processes and systems.

Skills

Communication skills

Organizational skills

Multitasking

Customer service

Education

High school diploma or equivalent

Tools

Microsoft Office

Job description

Job DetailsJob Location: Grand Rapids, MI 49544Position Type: Part TimeTravel Percentage: None

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

QualificationsJob 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