Administrative Asssitant - Field Operations

XNRGY Climate Systems, Inc.; Amarillo (TX); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Bonus incentive plan

Medical insurance

Dental insurance

Vision insurance

401(k)

Paid time off

Career advancement opportunities

Diversity-friendly workplace

Job summary

XNRGY Climate Systems, Inc. is seeking a Field Operations Administrative Assistant to support our Amarillo project team onsite. The role focuses on accuracy, organization, and timely handling of field reports and records for multiple projects.

The successful candidate will work with Service Coordinators, Project Managers, Superintendents, and field leads to ensure documentation is complete, properly filed, and easily retrievable, using both paper and electronic systems.

Qualifications

• At least 2 years of experience in office administration or a related field.
• Proficiency with Microsoft Excel, Word, email and common applications.
• Experience using SharePoint for file management.
• Strong attention to detail and accuracy in records.

Responsibilities

• Receive daily inspection reports and related paperwork prepared by Service Coordinators.
• Scan documents and verify records for completeness and legibility.
• Route, organize, and file project documentation according to procedures.
• Maintain orderly paper and electronic records, including PDFs and photos.
• Upload, name, sort, and maintain files in SharePoint for accessibility.
• Review documents for missing pages, signatures, dates, or other required information.
• Flag discrepancies and follow up with team members to resolve issues.
• Work with Project Managers and field leads to support workflows.
• Use Excel to maintain simple logs and trackers.
• Complete additional project-related administrative tasks as needed.

Skills

Attention to detail

Organizational skills

Professional communication

Reliability

Tools

SharePoint

Excel

Word

Job description

Who are we?

XNRGY Climate Systems is a North American leader in sustainable design and advanced manufacturing of custom air handling and liquid cooling systems. With decades of HVAC engineering and manufacturing expertise, XNRGY delivers innovative, energy-efficient solutions for mission-critical industries including hyperscale and modular data centers, healthcare, life sciences, semiconductors, and advanced manufacturing.

Opportunity

As XNRGY continues expanding its North American operations, we are seeking a Field Operations Administrative Assistant to support our project team in Amarillo, Texas.

This full-time, onsite role provides administrative and document-control support for field operations, helping ensure daily inspection reports and other project records are received, reviewed, organized, and easy to retrieve.

The Field Operations Administrative Assistant works closely with Service Coordinators, Project Managers, Superintendents, and field leads to support day-to-day project workflows and maintain accurate records across both paper and electronic systems.

This opportunity is ideal for someone who is highly organized, dependable, detail-oriented, and comfortable supporting a busy field-based project team.

Position Overview

The Field Operations Administrative Assistant supports the accuracy, completeness, and organization of project documentation at the Amarillo site.

This role is responsible for processing field reports, maintaining electronic and paper records, managing SharePoint files, identifying missing or incomplete information, and supporting simple project tracking and administrative workflows.

Success in this position requires strong attention to detail, consistent follow-up, professional communication, and the ability to manage multiple records and tasks in an active project environment.

Candidate Profile

We are seeking an organized and dependable administrative professional who is comfortable working with both paper and digital records.

The successful candidate will be able to review documents for completeness and accuracy, maintain well-organized files, follow up professionally when information is missing, and support project teams with day-to-day administrative needs.

Experience using Microsoft Office applications and SharePoint is important for success in this role. Prior experience supporting construction, industrial, manufacturing, or field-based operations is preferred.

Key Responsibilities

• Receive daily inspection reports and related paperwork prepared by Service Coordinators.

• Scan documents and verify records for completeness and legibility.

• Route, organize, and file project documentation according to established project procedures.

• Maintain orderly paper and electronic records, including PDFs, photographs, forms, inspection records, and other site-generated documentation.

• Upload, name, sort, and maintain files in SharePoint so project records remain consistently organized and accessible to authorized team members.

• Review documents for missing pages, signatures, dates, or other required information.

• Flag discrepancies and follow up with the appropriate team members to help resolve missing or incomplete documentation.

• Work with Project Managers, Superintendents, Service Coordinators, and field leads to gather information and support project workflows.

• Use Excel and other standard office applications to maintain simple logs, trackers, and status information.

• Complete additional project-related administrative assignments as needed.

• Handle company and project information professionally and responsibly.

Experience

• At least 2 years of experience in office administration or a related field.

• Working proficiency with Microsoft Excel, Word, email, and other common computer applications.

• Previous experience using SharePoint for file management.

• Strong attention to detail and the ability to review records for accuracy and completeness.

• Strong organizational skills and the ability to manage multiple records and tasks.

• Professional written and verbal communication skills.

• Ability to follow up clearly and respectfully when information is missing or incomplete.

• Reliable work habits and the ability to work onsite as part of a project team.

Preferred Experience

• Experience supporting construction projects or working in an industrial or manufacturing environment.

• Experience handling inspection reports, field paperwork, project files, or operational records.

• Experience coordinating administrative work across field and office teams.

Why choose XNRGY?

• Competitive salary with a bonus incentive plan

• Medical, dental, and vision insurance

• 401(k)

• Employee assistance program

• Paid time off

• A dynamic team, open to change and innovation

• Be part of a green industry transformation supporting the AI revolution

• Fast-growing, dynamic environment where entrepreneurial spirit is recognized

• Inclusive and diversity-friendly workplace

• Career advancement opportunities - XNRGY promotes internal growth

At XNRGY Climate Systems, we are committed to fostering a diverse and inclusive workplace. We believe that a variety of backgrounds, experiences, and perspectives are essential to driving innovation and achieving success. We welcome individuals who share our passion for sustainability and who are eager to contribute to a more positive environmental future.

Are you ready to join our driven team? Join a company that values Courage, Community, Climate, Customer, and Coherence. Be part of carving our footprint and joining a winning team!