Administrative Manager

NAES; Hubbard (TX); On-site; USD 113,000 - 143,000; Full time

Job summary

A leading energy services provider is seeking an experienced Administrative Manager for their APEX Power Co. Project in Texas. This role involves overseeing administrative, HR, and accounting functions to ensure operational efficiency and compliance. Key responsibilities include managing employee onboarding, payroll, and procurement, as well as providing supervisory oversight to administrative personnel. Candidates should have strong leadership abilities and relevant educational background. The position offers a salary between $113,000 and $143,000 and includes the potential for performance bonuses.

Qualifications

• Proven leadership in supervising and developing administrative staff.
• Comprehensive knowledge of HR programs, benefits, and payroll processing.
• Strong analytical skills supporting budget oversight and cost tracking.

Responsibilities

• Oversee administrative, HR, and accounting functions.
• Manage employee onboarding, payroll, and procurement.
• Drive reporting and variance analysis for operational efficiency.

Skills

Leadership

Analytical skills

Communication

Organizational skills

HR compliance

Education

Bachelor’s degree in business administration, accounting, or HR

Job description

The APEX Power Co. Project in Hubbard, TX, currently under Phase 1 construction, is expected to expand to 1.6 GW. It features a diverse mix of generation technologies, including Siemens SGT‑800/400 simple cycle turbines, MAN/Everllence 18V51/60G gas reciprocating engines, GE LM6000/LM2500 simple cycle turbines, Pratt & Whitney FT8 simple cycle turbines, and a Battery Energy Storage System (BESS), enabling flexible, reliable power output. Future expansion may include additional GE aero and large frame units (6B, 7FA/7FB/7H) in simple or combined cycle configurations, allowing the plant to efficiently meet varying energy demands while supporting data center grid reliability.

Opportunity Summary

The Administrative Manager at the APEX Power Co. Project will oversee and coordinate all administrative, HR, and accounting functions to ensure compliance, operational readiness, and smooth site operations. This role includes managing employee onboarding, training, payroll, records, procurement, and audit‑ready documentation while supporting the Plant Manager and liaising with contractors, OEMs, and leadership. The position also supervises administrative personnel, drives reporting and variance analysis, and ensures effective processes throughout both pre‑commissioning and post‑commissioning phases of the power facility.

Your Scope of Responsibility as Administrative Manager includes the following functions:

Administrative

• Oversee, implement, and ensure adherence to all NAES site‑specific administrative policies, including updates and revisions.
• Maintain accurate, auditable employee training and certification records for all plant personnel.
• Assist with new employee onboarding, including orientation logistics.
• Safeguard plant records, technical documentation, and office supplies and manage procurement to ensure timely receipt of items.
• Facilitate ordering, receiving, and distribution of administrative and office materials and support pre‑commission safety documentation and safety meetings.
• Plan and coordinate company‑sponsored employee events and process related expense reports.
• Lead the development, filing, archiving, and management of departmental reporting and documentation to ensure accessibility for audits, inspections, and operational handoff.
• Supervise and train subordinate administrative personnel and oversee workload allocation and performance standards.
• Support the Plant Manager with O&M budget variance analysis, report preparation, and coordination of audits and inspections.
• Prepare administrative readiness reports for the Plant Manager, EPC, NAES leadership, and regulatory bodies and act as a liaison for administrative coordination with contractors and OEMs.

Accounting

• Oversee invoice processing, purchase order administration, and sales tax documentation to ensure accuracy and compliance.
• Manage the CMMS for procurement, purchase order generation, inventory tracking, and supporting documentation.
• Review and approve receiving documentation, purchase orders, and invoices, and coordinate vendor payment requests.
• Track administrative expenses and assist with purchase order documentation to ensure timely invoice processing.
• Maintain administrative, procurement, and financial documentation to support audit readiness and regulatory compliance.
• Ensure adherence to internal controls, corporate accounting policies, and GAAP/site‑specific financial standards, including reviewing transactions for accuracy and identifying discrepancies.
• Assist in the preparation of site‑level budgets for administrative and operational expenses, monitor actual spending against budgets, and report variances to the Plant Manager and leadership.
• Lead monthly financial tracking, variance analysis, and preparation of supporting financial, expense, and management reports.
• Support monthly, quarterly, and annual financial reporting cycles, including accruals, journal entries, and cash tracking, to provide management with timely insights into site accounting performance.

Human Resources

• Manage site‑level HR administrative programs and act as the primary liaison with NAES Corporate HR.
• Ensure integrity, confidentiality, and compliance of all employee, HR, and Fitness for Duty (FFD) records, including training, leaves, disability claims, workplace injuries, and workers’ compensation.
• Oversee payroll processing and reporting to ensure compliance with corporate procedures and federal and state requirements.
• Direct payroll‑related administrative processes, including timesheets, labor charges, relocation expenses, and incentive or bonus payments.
• Lead staffing‑related administrative tasks including I‑9 verification, employee record set‑up, access credentials, new hire orientation, and Fitness for Duty (FFD) program oversight.
• Schedule and track training for pre‑commission staff covering operations, safety, and compliance programs and ensure all records are complete and audit‑ready.
• Perform additional HR, administrative, and accounting functions as assigned by the Plant Manager.

NAES Safe

Safety is a core value at NAES, and as a condition of employment, all employees are expected to remain mentally alert and work safely at all times. All NAES managers and supervisors have a direct and important role in ensuring that all work is performed in a healthy and safe manner. Effectiveness in carrying out this responsibility is part of the evaluation of each Supervisor’s performance.

Working Relationships

The Administrative Manager reports to the Plant Manager, may take general direction from other plant management, and coordinates with all plant personnel regarding accounting, human resources, and administrative processes. The Administrative Manager provides direct supervision to an Administrative Assistant.

Physical Requirements and Working Conditions

Work is primarily performed in an office environment. However, as the facility is a power plant, there may be occasions that require standing for extended periods of time, climbing stairs and ladders, and wearing protective equipment (such as hard hats, safety glasses, and hearing protection). On‑site conditions may also necessitate work outdoors in varying weather, including both hot and cold temperatures. Please note that smoking restrictions apply in and around the facility.

Fitness for Duty

All employees will participate in the Fitness for Duty Program. This program includes a post‑offer/pre‑employment drug screening and audiogram, as well as post‑employment random drug screening.

Work Schedule

The Administrative Manager works a standard Monday to Friday day shift schedule, ensuring consistent plant operation and support during regular business hours. This position will occasionally necessitate extended working hours and flexible shifts as needed, including weekends and holidays, in response to schedules, workload demands, and plant conditions.

Some travel may be involved to participate in Manager, Owner, User Group, or other offsite meetings.

Compensation

This position offers an annual base salary ranging from $113,000 to $143,000 and includes eligibility for an annual performance bonus.

Professional Expertise & Qualifications

We are seeking a candidate who has administrative experience and a work history that demonstrates a strong background in general accounting, human resources, worker compensation, payroll, and worker fitness for duty administration.

• Ability to understand procedures and instructions related to the assigned area, gained through successful completion of high school or equivalent education at a minimum. Bachelor’s degree in business administration, accounting, human resources, or similar is a plus. Relevant industry or military experience may be considered in lieu of education.
• Proven leadership in supervising and developing administrative staff, fostering team performance, and accountability.
• Comprehensive knowledge of HR programs, benefits administration, and payroll processing, ensuring compliance with regulatory and corporate policies, including experience supporting onboarding tasks.
• Strong analytical and financial skills, with experience supporting budget oversight, cost tracking, and audit preparation.
• Skilled in a wide array of administrative tasks, including the management of policies, regulatory procedures, and event planning. Adept at ensuring the seamless flow of operations within the organizational framework.
• Exceptional dedication to detail, guaranteeing meticulous accuracy in record‑keeping across a variety of tasks and responsibilities.
• Proven ability to convey complex ideas clearly and effectively, facilitating seamless interaction with employees, vendors, and upper management.
• Proactive and adaptable professional with strong organizational skills, able to prioritize multiple tasks while supporting complex administrative operations in a dynamic, multi‑function environment.
• Must possess a valid, unrestricted U.S. driver’s license and ensure it remains in good standing at all times.

About NAES

NAES Corporation is a leading provider of operations, maintenance, and engineering services for energy facilities. We have built a reputation as a reliable partner for clients in North America and internationally, offering services across the power generation, oil and gas, and renewable energy sectors. Our growing family of companies allows us to address the entire life cycle of power generation and other industrial plants.

Equal Opportunity Employer

NAES is committed to fostering a diverse and inclusive workplace. We prioritize selecting employees based on merit and competence, seeking individuals of the highest quality, without regard to race, color, religion, national origin, gender, gender identity, sexual orientation, age, disability, military status, or affiliation protected under USERRA, or any other form of discrimination prohibited by applicable local, state, and federal law.

This employer is required to notify all applicants of their rights pursuant to federal employment laws.

For further information, please review the Know Your Rights notice from the Department of Labor.